Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL COMMITTEE OF THE WHOLE AGENDA MONDAY, AUGUST 1, 2022 – 6:40 PM COLUMBUS CITY HALL 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizen Comments 5. Committee / Commission Minutes: • CAAC 6/8/22, CWL 6/16/22, Library 4/19/22, Senior Center 7/7/22, Tourism 6/6/22 6. RM State Hwy 89 Change Order 7. RM Street Maintenance bid recommendation for base patching 8. RM Street Maintenance bid recommendation for chip sealing 9. Beautification Committee 10. Columbia County Solid Waste Contract Extension 11. Plan Commission recommendation for CUP for home occupation at 259 Oak Street 12. Trick or Treat Hours – 2022 13. Discuss Length of term for elected officials 14. 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 sale of property in the City of Columbus. 15. Reconvene to open session 16. Adjourn  Columbus Area Aquatic Center Meeting Minutes Wednesday, June 8, 2022 250 Folsom street Columbus WI 1. Call to order 6:04 P.M. 2. Quorum Determined, Amy Jo Meyers, Kane Browkowski, Mary Arnold, Deja Rasmussen, Nora Vieau, Karla Hoffman, Angie Andler, Jerry King 3. Meeting was posted 4. Agenda approved by Nora Vieau, Seconded by Mary Arnold 5. Citizen comments: People have gotten cards, and were concerned that names were not on them. Talked about having member photos on them next year. No old business New business 1. Advisory board members introduced 2. Positions installed : Chair: Angie Andler,until Oct, 2022 Nominated by Deja, seconded by Karla Vice chair: Nora Vieau, until Oct, 2024 Nominated by Karla, Seconded by Jerry Secretary: Deja Rasmussen, until Oct, 2023 Nominated by Mary, Seconded by Nora 3. Meeting set for July 20, 2022 6 P.M. 4. Financials are on target for budget to date Directors Report A new water fountain was installed funded by the Columbus Area Endowment. There is an advertisement opportunity for a quarter page in a newspaper A grant was received for a new diving board from the Columbus area Endowment, and Madison Area Foundation, will be installed in August. Managers Report: Training went well, certified and recertified 10 new lifeguards Currently fully staffed, 16 front end staff members. Events are planned, Ping Pong Float, Beach night, and back to school night Meeting adjourned at 6:42 P.M.  COLUMBUS WATER & LIGHT COMMISSION MEETING JUNE 16, 2022 CWL Commission President Motiff called the CWL Commission meeting to order at 6:00 pm. Commissioners present: Mayor Arnold, Basten, Aspuro, Motiff, Schulze and Lang. Jodi Dobson from Baker Tilly present via video conference call. Also, present at the meeting was Tom Paque and Marty Dreischmeier from WPPI, ESM Anna Stieve, City Administrator Kyle Ellefson, Joe Hammer, Operations Manager David Koenig and Superintendent Kaltenberg. Excused Andler 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 Aspuro, second by Arnold. Motion carried. Visitor’s Comments and Utility Communications: Jodi Dobson, CPA Partner from Baker Tilly presented and reviewed the 2021 audit. Tom Paque, WPPI Senior Vice-President of Services & Business Strategy and Marty Dreischmeier, WPPI Chief Financial presented an overview of WPPI. The Consent Agenda which consisted of the May 19th CWL Commission Meeting minutes, Monthly Treasurer’s Report, the Outage Report and the April Financials, was approved with on a motion from Lang, second by Arnold. Motion carried. UNFINISHED BUSINESS: There was no unfinished business. NEW BUSINESS: Cash Disbursements/Accounts Payable Reports: The Commission reviewed the May Cash Disbursements Report. Checks numbered 22639-22675 and 40 wire and ACH transfers, totaled $775,124.44. The Commission reviewed the Accounts Payable Report and ordered paid 38 requests totaling $119,893.75. Motion by Aspuro, second by Schulze to approve paying the 38 requests from the AP Report. Roll call vote, Aspuro aye, Schulze aye, Arnold aye, Lang aye, Motiff aye and Basten aye. Motion carried. Reports were approved and placed on file. Substation #3 Transrupter Budget and Quotes: Operations Manager Koenig gave an update on substation #3. He reviewed the estimate from Forster Engineering for the Transrupter and the equipment needed. The substation metering is also included with the estimate and brought the costs over budget. The budget amount that was approved is $97,200. The cost estimate with the reduction of some work to be done by CWL and some of the equipment already being in place is $136,209. Motion was made by Aspuro, second by Basten to approve the Substation #3 Transrupter and metering project with a maximum cost of $150,000. Roll call vote, Lang aye, Basten aye, Motiff aye, Aspuro aye, Arnold aye, and Schulze aye. Motion carried. REPORTS: Mayor Comments: The Mayor reported that the City Council held an Orientation Second Session which included tours of the Water & Light, Public Works, Wastewater Treatment Facility, Police Department and Fire Department. She also stated that the Farmer’s Market is currently running on Wednesday’s from 3-6 pm. She also mentioned that the speed limit through the park is currently 5 miles/hour. Commissioner Aspuro wanted the minutes to reflect the information provided by Mayor Arnold and Commission President/Alder Motiff; that the Columbus City Council will be discussing the operations assessment recommendations from McMahon at their June 21st Committee of the Whole meeting. In addition, at some point, they will be determining the future of CWL Utility's governance; and that the Commission will not be included in the process. COMMISSION MEETING JUNE 16, 2022 PAGE 2 Superintendent Kaltenberg’s Report:  The CWL crew has been working on the following: Hwy 89 Project – service relocations Electric Conversion at the Country Club Open Point Field Inventory Electric service upgrades Tree Trimming Flushing Hydrants  On Thursday, May 19th, Operations Manager Koenig and Sup’t Kaltenberg attended the WPPI Board of Directors meeting. The agenda included the Financial Report, Power Supply Report, Service & Business Strategy Report, Business Technology Solutions Report and Legal & Government Relations Report.  On Tuesday, May 31st, The City Council held an Orientation Second Session which included tours of the Water & Light, Public Works, Wastewater Treatment Facility, Police Department and Fire Department.  On Monday, June 6th, Sup’t Kaltenberg had a meeting with Stephanie Boettcher from WPPI to go over and review all our current solar setups in NorthStar our CIS system. There were setups that needed to be updated. Currently CWL has four customers with solar.  On Tuesday, June 7th, Billing Clerk Vicky Lietha, Accounting Clerk Lori Koenig-Fry and Sup’t Kaltenberg had a meeting with Kim Jennings from WPPI to go over some NorthStar configuration checks and to review an automated report that can help find errors in the NorthStar settings before they become billing issues.  On Thursday, June 9th, Commissioner Maytee Aspuro, City Administrator Kyle Ellefson, Operations Manager Koenig and Sup’t Kaltenberg attended the Orientation to WPPI Energy. We got an overview of the organization and its three focus areas which are: Government Relations, Power supply resources and operations and Support services overview.  To date, 2,340 of 2,346 water meters have been converted to AMI. Motion by Aspuro, second by Arnold to adjourn at 7:51 p.m. Motion carried. **Next Scheduled Meeting – Thursday, July 21st, 6:00 pm at Columbus Water and Light** Respectfully Submitted, Sarah Motiff CWL Commission President Columbus Public Library Library Board Meeting Tuesday, April 19, 2022 Phyllis Luchsinger Callahan Meeting Room Pete Kaland called the meeting to order at 5:00 p.m. Roll Call: Present remotely: Lindsey Ganz, Pete Kaland, Sue Salter Nora Vieau, Jim Schieble, Deb Haeffner, Dana Pike, Trina Reid, Merry Anderson Guest: Helen Wirka, new Youth Services Coordinator Adoption of the Agenda: Merry moved and Sue seconded a motion to approve the agenda. Motion carried. Disposition of Minutes: Dana moved and Jim seconded a motion to approve March minutes. Motion carried. Financial Report: Market fluctuations continue to negatively affect our SCLS Foundation account. CDAR will mature 6/22. Merry moved and Deb seconded a motion to approve the financial report. Motion carried. Approval of Bills: Bills of $3,981.07 reported. Jim moved and Nora seconded a motion to approve the bills. Motion carried. Director’s Report: Helen Wirka has been confirmed as the new Youth Services Coordinator. We are interviewing for the Summer Limited-Term Library Assistant position and hope to have someone in place in June. Most of the power surge-related equipment issues have been resolved. We are getting Summer Library Program promotional materials out to the community. Lego Club has returned with a challenge to participants. Some adult programs are virtual but are moving to in-person or hybrid format. Equipment has been purchased for hybrid programs. Latitude 41 recommended replacing the lower level air conditioner due to age; TAZ discussed some options including two units with heat similar to the unit upstairs. It is difficult to maintain the temperature in the building in the spring and fall with the boiler running. They also felt it would be more cost effective to turn the boiler off earlier and run the units downstairs as needed. Quotes requested. CPL Staff will move to quarterly meetings just prior to release of Columbus Commotion and Library Newsletter. Last meeting May 16. CPL Staff assisting in new Youth Services Coordinator training. One of the Director’s goals is to establish partnerships especially with the school district. Summer Library Program video was produced by Lindsey Ganz, Helen Wirka and Susan Watters then sent to Dana Pike, Columbus Public School Media Specialist. President’s Report: None Friends of the Library: No meeting. Work on partnership with schools continues. Correspondence: None Committee Reports: See New Business Trustee Training: Merry reported on Trustee Essential 13-Library Advocacy. We, as the CPL board, have an opportunity to begin promoting the value of our library in anticipation in the distant future of a new library building. A library advocate is someone who understand the value and importance of public libraries and communicates that value and importance to the community, city leaders and decision-makers. Libraries need advocates because library representatives are especially effective particularly when budget pressures challenge available funding. In addition, library needs may not be obvious or understood as, for example, CPL’s roof and HVAC issues. The Madison Public Library website has a broad range of educational options under “Member Resources and Services” including Economic Impact of Libraries and Making Cities Stronger. Unfinished Business: COVID: Status quo New Business: Joanna Binsfeld named new library board member. Library Director Evaluation Process: Representing the Personnel Committee, Sue noted that Lindsey’s first and only evaluation to date was 6/20 which would indicate a 6/22 evaluation would be in order, however, this would necessitate an impractically short deadline. Rather, the committee determined that the board should get on a regular schedule beginning in January 2023. The process would proceed as follows: January—A packet including the director job description, the previous year’s goals and the evaluation instrument would be emailed to board members. February—Board members will email their evaluations to the Personnel Committee. Mid-month—Personnel Committee and director will meet to collate and discuss. March—In closed session the full board and director meet. Director submits next year’s goals. In open session, evaluation is approved. To get this process on track, the 3-month schedule described above will begin in June, July and August 2022. Work on a effective, simple evaluation instrument continues. Adjournment: Jim moved and Deb seconded a motion to adjourn. Motion carried. Next scheduled board meeting June 21, 2022. Respectfully submitted. Merry Anderson, Secretary  MINUTES Columbus Area Senior Citizens Advisory Board Columbus Area Senior Center July 7, 2022 8:15 a.m. I. Call to order at 8:18am by Director Kim Lang. II. Roll call: Present Shirley Banetzke, Rod Melotte, Michael Schultz, Joycelyn Lienke, Shirley Aabert, Bill ODonnell III. Notice of open and posted meeting – posted June 27, 2022 IV. Approvals: a. Agenda – Motion to approve Shirley Banetzke; 2nd by Bill ODonnell b. Prior meeting minutes – 7/1/2021 (we have not had a quorum since that date) Motion to approve Joycelyn Lienke, 2nd Rod Melotte V. Election of President, Secretary (if quorum of 5 voting members) Unanimous vote for Rod Melotte for President and Michael Schultz as Secretary VI. Comments/suggestions of citizens present - none VII. Comments/suggestion box - none VIII. Old Business 1. Ideas for Fall programs or new activities a. Suggestion for pet event with seniors and local per owners to interact. 2. Chair update a. Looking into funding to start purchasing with next budget b. Costs based on quality of chair used by local senior organizations- $150-200 per chair, but may be able to get quantity discount 3. Rental rates a. See attached b. Unanimous support of new rates to reflect rates at other city facilities. IX. New Business – Review and approve a. Meeting Date and time – no change made to current day and time. X. Director’s report – see attached. XI. Comments & suggestions from advisory board members for director 1. Suggestions by Joycelyn Lienke to research other media sources to advertise the center other than the Rio shopper and social media/web- based option we currently use. XII. Adjourn - Motion to adjourn Shirley Abert, 2nd Bill ODonnell Attendance also available via ZOOM: https://us02web.zoom.us/j/87287599982?pwd=QkhNYW5LakxWeGxYRWprZ2pZc1pKdz09 Next Meeting: Thursday, August 1 at 8:15am at CASC Respectfully submitted Michael Schultz  Minutes Tourism Commission Monday, June 6, 2022 Council Chambers, City Hall, 6:30 pm 1. Call to order at 6:34 pm 2. Roll call - Determination of quorum  Walcott, Roelke, Arnold, Milburn and Famularo were present.  Staff present: Bennett 3. Notice of public meeting  Meeting was properly noticed. 4. Approve agenda  Motion by Famularo, seconded by Arnold. Approved 5-0 5. Approval of Minutes for May 2, 2022  Motion to approve by Arnold, amended to the following “Roelke motions to assist up to $1400, Walcott suggests it should be up to $900. After Commission discussion, Roelke amends the motion to up to $900.” by Roelke, seconded by Famularo. Approved 5-0 6. Comments of citizens present  None 7. Tourism Commission Financial Report  Bennett presented the Tourism financial statements. Commission would like Bennett to seek information regarding the zero totals on the revenue sheet for Room Tax Funding. 8. Old Business a. Follow up with the Redbud Days application  Helen Klock was unavailable to attend, so her report will be at the July meeting.  Milburn gave some insight into the event saying it went well and the event had good feedback. b. Discuss 2022 Tourism Marketing Initiatives  Bennett would like to revisit the marketing plan. The Commission would like Famularo and Bennett to go over the plan that was previously developed. c. Staff Update on projects  I. Calendar project  Staff is holding off on sending the promotional letter until issues with the multi-day event scheduling function which allows for repeating the same event over multiple days. The Commission asked about content moderation and revenue sharing. Bennett shared that Events.com utilizes moderation at least in part, similar to what the Commission approved. Bennett will have more details at next meeting. II. Electric vehicle project  Commission discussed marketing the ChargePoint station using the ChargePoint map and add to Google Maps. III. Wayfinding project  Bennett brought to the attention of the Commission that the price had changed on the signage and in order to keep the price the same, the signs would need to use a different material. The Commission advised to keep the current material. Roelke motioned to spend up to $14,000 and seconded by Famularo. Roll call vote: Walcott – Aye, Roelke – Aye, Arnold – Aye, Milburn – Aye, and Fumularo – Aye. Motion passes 5-0. The Commission would like to get a final quote and meet before payment is made. 9. New Business a. Discuss future application from the 4th of July Committee  Bennett informed the Commission that the 4th of July Committee had declined to apply for Room Tax Funding citing an email sent by Tory Weidemann. b. Discuss next meeting date – tentatively scheduled for June July 11th (moved from 1st Monday of the month due to 4th of July).  The next meeting will be held July 11, 2022 at 6:30pm.  Commission decided to preemptively move the September meeting to the 12th as the regular meeting date lands on Labor Day. 10. Adjourn  Motion by Famularo, seconded by Roelke. Passes 5-0, adjourned at 7:38pm Submitted by David Bennett  4630 S. Biltmore Lane, Madison, WI 53718 608-819-5733 MEMO TO: Kyle Ellefson - City Administrator FROM: Jason Lietha, P.E. – City Engineer DATE: July 25, 2022 SUBJECT: STH 89 Change Order – Utility Installation Attached you will find supporting information related to the final change orders for additional work performed on STH 89 by James Peterson Sons, Inc. The change orders are for work related to both sanitary sewer and water main installation respectively. All work has been completed related to the installation of the utilities and the final documents are ready for review and final approval. Sanitary Sewer #1 – Dig Test Holes for Sanitary Sewer Mainline Rock Impact. This cost was for digging holes in preparation of the blasting to determine the extent and approach needed to be used to install the sanitary sewer mainline in the rock. Cost = $1,314.01 #2 – Sanitary Sewer MH #7 Coring. The coring was done to adjust the sanitary sewer grade from MH #7-#8. By adjusting the grade, less rock was required to be blasted or excavated saving on a larger cost. Cost = $1,750.00 #3 – Exploration Time for Poser Sanitary Sewer Lateral. This cost was associated with out-of-scope contractor time to help investigate the lower-level sanitary sewer for the Poser Clinic that was unknown. Cost associated was for digging, dye testing and marking / tracing lateral. Cost = $2,157.90 #4 – Rock Excavation Mainline Sanitary Sewer. This change order was for blasting of 564 feet. Blasting was adjusted for semi-wet conditions. Cost = $25,939.92 #5 – Rock Excavation Mainline Sanitary Sewer. This change order was for excavation of rock by hydraulic means in proximity to natural gas main, underground electric and water service that could not safely be blasted. Cost = 72.2 CY @ $95/CY, Cost = $6,859.00 #6 – Rock Excavation Sanitary Sewer Laterals. This change order was for excavation of rock by hydraulic means in proximity to the water main and natural gas main where rock could not be safely blasted. Cost 6.7 CY @$95/CY, Cost = $636.50 Total cost for the sanitary sewer change order items $38,657.33 ~standard footer we need for filing~ Your Infrastructure Ally ruekertmielke.com Kyle Ellefson STH 89 Change Order – Utility Installation Memo July 25, 2022 Page 2 Water Main #1 – Water Boxes for Replacement. These are partial bid items to replace only part of the water shutoff and keep the existing valve. Since this work was not under a current bid item, a change order was required for the work associated with 2 water service boxes. Cost = $544.40 #2 - Rock Excavation Mainline Water Main. This change order was for excavation of rock by hydraulic means in proximity to natural gas main and existing water main left in service that could not safely be blasted. Cost = 62.7 CY @ $95/CY, Cost = $5,956.50 #3 - Rock Excavation for Water Laterals. This change order was for excavation of rock by hydraulic means in proximity to the water main, sanitary lateral and natural gas main where rock could not be safely blasted. Cost 6.7 CY @$95/CY, Cost = $636.50 Total cost for water main change order items $7,137.40 Total for all utility work (sanitary sewer and water) $45,794.73 All work was reviewed against our records and information to confirm the change order items match actual work performed. The extra items are similar to all proposed costs estimated for work being performed. Therefore, R/M recommended final approval of additional items to the contract as noted and attached. Please let me know if you have any questions. Thank you. JPL:cal ~standard footer we need for filing~ Your Infrastructure Ally ruekertmielke.com  4630 S. Biltmore Lane, Madison, WI 53718 608-819-2600 MEMO TO: Kyle Ellefson - City Administrator FROM: Jason Lietha, P.E. – City Engineer DATE: July 27, 2022 SUBJECT: 2022 Street Maintenance Budgets Dear Kyle, We now have all the construction cost numbers in for consideration. I have provided a summary for the City for the total project recommendations. I have reviewed with Jerry, and we concur with the following approach. Cost results: County Aid Avalon (Brookside Ln to Wildwood Dr) Mill and overlay 550’ pavement = $52,241. Base Patching Wolf Paving - Single Base Bid Asphalt Patching = $29,256. Alternate Bid A Patching = $5,050. Alternate Bid B Patching = $6,800. Chip Seal Fahrner Asphalt – Single Base Bid Chip Seal = $42,998. Alternate Bid A Chip Seal = $35,990. City’s 2022 budget is: County Aid = $9,779. General Street Maintenance = $90,000. Both patching and chip seal bids were higher than anticipated based on preliminary information received from the County and previous contractor results. Overall, I recommend the following 2022 Street Maintenance Plan for Columbus based on the above information: 1. Complete the County Aid Project, 550’ of new overlay on a collector street has high importance and is a good use of funds to repair the street for 10+ years expected life. 2. Perform the Base Bid for Asphalt Patching. Patching areas are falling apart and have issues with more deterioration through winter plowing. Also keeps gravel from being on street and getting into storm sewers. 3. Reject the Chip Sealing due to high costs and not sufficient budget to complete. Total cost of recommendation = $81,497 Total budget available in 2022 = $99,779 Balance for contingency = $18,282 8117-10088 Your Infrastructure Ally ruekertmielke.com Kyle Ellefson 2022 Street Maintenance Budgets July 27, 2022 Page 2 I feel this recommendation would leave a little contingency if any additional patching or any additional costs associated with the County project come up. Please let me know if you have any questions. Thanks, Respectfully, RUEKERT & MIELKE, INC. Jason P. Lietha, P.E. (WI, MN, MI) Vice President/Office Manager jlietha@ruekert-mielke.com JPL:nah cc: Jerry Lentz, City of Columbus ~standard footer we need for filing~ Your Infrastructure Ally ruekertmielke.com  4630 S. Biltmore Lane, Madison, WI 53718 608-819-2600 July 27, 2022 Mr. Kyle Ellefson City Administrator City of Columbus 105 N. Dickason Boulevard Columbus, WI 53925 RE: 2022 Base Patching Program Dear Kyle: Bids for the above project were opened on July 26, 2022, at 1:30 p.m. at City Hall and were as listed on the attached Bid Summary. We reviewed the documentation submitted by the apparent low bidder and found that: 1. There was only a single bid received by Wolf Paving. 2. The Bid Form has been appropriately completed. 3. Bid was higher than planned funds allocated for Base Patching. On these bases, we recommend that Wolf Paving be awarded the 2022 Base Patching contract for the Base Bid only in the amount of $29,256.00. This amount is based on the Bid Unit prices and estimated quantities. Actual quantities, and therefore the final contract price, may vary. Please advise us of your award decision and we notify the bidder and proceed as determined. Let me know if there are any questions. Respectfully, RUEKERT & MIELKE, INC. Jason P. Lietha, P.E. (WI, MN, MI) Vice President/Office Manager jlietha@ruekert-mielke.com JPL:nah Encl: Bid Summary cc: Jerry Lentz, City of Columbus 8117-10088 Your Infrastructure Ally ruekertmielke.com BID SUMMARY 2022 Base Patching Program City of Columbus, Columbia County, Wisconsin Bids Open: July 26, 2022 1:30 pm Bid Mandatory Mandatory CONTRACTOR BASE BID Bond Alternate A Alternate B Wolf Paving X $29,256.00 $5,050.00 $6,800.00 APPARENT LOW BIDDER: Wolf Paving RUEKERT & MIELKE, INC. 4630 S. Biltmore Lane Madison, WI 53718 07/27/22 Ruekert & Mielke, Inc. 8117-10088  4630 S. Biltmore Lane, Madison, WI 53718 608-819-2600 July 27, 2022 Mr. Kyle Ellefson City Administrator City of Columbus 105 N. Dickason Boulevard Columbus, WI 53925 RE: 2022 City of Columbus Street Maintenance – Chip Seal Bid Dear Kyle: Kyle: Bids for the above project were opened on July 26,2022 at 2:00 PM online via Quest and were as listed on the attached Bid Summary. We reviewed the documentation submitted by the apparent low bidder and found that: 1. There was only a single bid received by Fahrner Asphalt Sealers, LLC. 2. The Bid Form has been appropriately completed. 3. Bid was higher than planned funds allocated for chip seal. On these bases, we recommend that the City reject the bid of Fahrner Asphalt for chip sealing due to lack of funds to complete the work. Please advise us of your award decision and we notify the bidder and proceed as determined. Let me know if there are any questions. Respectfully, RUEKERT & MIELKE, INC. Jason P. Lietha, P.E. (WI, MN, MI) Vice President/Office Manager jlietha@ruekert-mielke.com JPL:nah Encl: Bid Summary cc: Jerry Lentz, City of Columbus 8117-10088 Your Infrastructure Ally ruekertmielke.com BID SUMMARY 2022 Chip Sealing Program City of Columbus, Columbia County, Wisconsin Bids Open: July 26, 2022 2:00 p.m. CONTRACTOR Bid Bond BASE BID Mandatory Alternate Fahrner Asphalt Sealers, LLC X $42,998.00 $35,990.00 APPARENT LOW BIDDER: Fahrner Asphalt Sealers, LLC RUEKERT & MIELKE, INC. 4630 S. Biltmore Lane Madison, WI 53718 07/27/22 Ruekert & Mielke, Inc. 8117-10088  2022 AGENDA ITEM Committee of the Whole Meeting date: ____August 1, 2022_______ Council Meeting date: ____________ ITEM:_Beautification Committee Discussion _ DETAILED DESCRIPTION OF SUBJECT MATTER: Recently, there has been some citizen interest in re-establishing a Beautification Committee to focus on improving the appearance of the community, particularly in areas of high use and visibility, like the downtown district. The City had a Beautification Committee from 1995 until it was dissolved by Ordinance in 2004. The Ordinance that was repealed read: The beautification committee shall consist of three citizens appointed by the mayor, subject to confirmation by the council in January of each year, for three year terms, one each three years. The beautification committee may make recommendations to the board of public works on trees, shrubs, or other plantings within the city limits on city-owned properties and rights-of-way, excluding the city parks and cemetery that are under the supervision of the parks and cemetery caretakers and the board of public works. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Discuss Committee and give staff direction on next steps, if any.  2022 AGENDA ITEM Committee of the Whole Meeting date: ____August 1, 2022_______ Council Meeting date: ____________ ITEM:_1 Year Extension to Garbage/Recycling Contract with Columbia County _ DETAILED DESCRIPTION OF SUBJECT MATTER: Our Garbage/Recycling contract with Columbia County began in 2017, and we have the option of extending our contract one more year. If we are interested in this extension, we must notify them at least 120 days prior to the contract expiration at the end of December. The County has currently offered an extension that would not increase the monthly base rate, but they are seeking the addition of a fuel surcharge “in the event that the County diesel fuel cost exceeds $4.00 per gallon.” Attorney Johnson is still reviewing the language of the addendum. Staff are generally positive on the terms of this extension, but there are concerns around the fuel surcharge and how it may be implemented. There is no structure proposed that would let us know how much a surcharge would be, how long it might be in place, how it will be applied/assessed, or how the fuel price will be determined. Before final approval, staff feel the fuel surcharge element needs greater detail. County staff suggested the surcharge would “never exceed 2.5%,” but that is not what the contract says. Alternatively, if the Council is not interested in extending this contract for an additional year, we could negotiate a new contract term with the County, or go out for a competitive RFP process, which may lead to a change in providers. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Contract Addendum ACTION REQUESTED OF COUNCIL: Determine if the City should pursue an extension of the contract or take some other action.  ADDENDUM This addendum to the existing contract between Columbia County, Wisconsin, a body corporate 112 E. Edgewater St., Portage, Wisconsin 53901, referred to in this addendum as “County” and the City of Columbus, 105 N. Dickason Boulevard, Columbus Wisconsin 53925 referred to in this contract as “City” is made and entered into this _____ day of _______________________, 2022. IT IS HEREBY AGREED: County shall provide weekly garbage and recycling collection in the City of Columbus according to the following rates. 2023 Refuse collection per unit $10.58 Recycling Collection Per Unit $4.07 Total Per Month Per Unit $14.65 The County reserves the right to add a fuel surcharge to the addendum in the event that the County diesel fuel cost exceeds $4.00 per gallon. All other terms and conditions of the existing contract between County and City shall remain in effect. In witness whereof, this addendum has been executed this ____ day of ______________, 2022. COLUMBIA COUNTY ____________________________________ _____________________________ Chris Polzer, County Board Chair Date ____________________________________ ______________________________ Susan M. Moll, County Clerk Date CITY of COLUMBUS ____________________________________ ______________________________ Mary Arnold, Mayor Date ____________________________________ _____________________________ Patricia Goebel, Clerk Date  2022 AGENDA ITEM Committee of the Whole Meeting date: ____August 1, 2022_______ Council Meeting date: __August 16, 2022__________ ITEM:_Conditional Use Permit – Home Occupation – 259 Oak Street _ DETAILED DESCRIPTION OF SUBJECT MATTER: Hunter Frank at 259 Oak Street has applied to for a Conditional Use Permit (CUP) to conduct a home-based occupation. The applicant requested the CUP to offer the sale of firearms, ammunition, gunsmithing/archery services, and sales of other small miscellaneous firearm/hunting related accessories, as well as consignment services so private firearm sales could be completed with a complete background check. After conducting a public hearing and deliberating, the Plan Commission recommended approval of the Conditional Use Permit with the following Conditions: o Firearms must be stored in a gun safe with trigger locks during non-business hours o All requirements of Ordinance 114-106 must be met o Alarm system with camera must be maintained for the premises. o May hold no more than 5 firearms waiting for pickup at any one time o No business signage is allowed at this location o Sales are restricted to items that are for re-use or resale, or for a FFL Transfer. o May have no more than 50 firearms on the business premises at any one time. o Conditional Use Permit shall expire upon the property being sold or transferred to any person or business other than this applicant. o Conditional Use Permit would be in effect for 1 year from the date of Council Approval, and could be renewed after review by the Plan Commission. o Ammunition sales are not allowed The Committee of the Whole may recommend approval of this CUP, modify the conditions, or recommend denial of this CUP. LIST ALL SUPPORTING DOCUMENTATION ATTACHED:  Conditional Use Permit Application and related information ACTION REQUESTED OF COUNCIL: Evaluate CUP Application and make recommendation for Council consideration.  1:1,643 COLUMBIA COUNTY INTERACTIVE MAP Columbia County Land Information Department June 3, 2022 Land Information  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 June 9, 2022 Date: Agenda Item: 8(a) and 8(b) Applicant: Hunter Frank Property Address: 259 Oak Street Parcel ID: 11211-742 Zoning: R-2 Future Land Use Single Family Residential Map: Summary The applicant would like to establish a home based occupation offering firearm sales, ammunition sales, gunsmithing/archery technician services, and sales of other small miscellaneous firearm/hunting related accessories. Applicant plans to offer consignment services in the community to offer private firearms for sale, requiring the purchaser to complete a background check. Initially, the applicant proposes to operate as a single-employee operation, with the potential to add his wife as a second employee if the business is successful. Hours of operation would be 3:00pm-6:00pm, Monday- Friday, with weekend hours available by appointment. Signage would be a single magnetic sign displayed on the garage door that indicates the name of the business, hours, and contact information. Applicant indicates they have four parking spots available in their driveway, so “that will leave the right of way completely empty.” Applicant predicts “the amount of visitors will be less than one per day in most instances, with a peak of no more than 3 visitations per day.” Application The application appears to contain the necessary elements of the Conditional Use Permit application. With no changes proposed to the existing site or buildings, there is not a full site plan, building plans, grading/stormwater plans, lighting plans or landscaping plans. Based on the application a traffic study was not required. Public Comment I have not received any comments regarding this application. Standards for a Home Based Occupation Under 114-106 Home occupations are allowed as conditional uses in all residential districts subject to the following: (1) Incidental use only. The home occupation shall be incidental to the principal use of the premises as a dwelling unit. (2) On-site sales limited. No article is sold or offered for sale on the premises except that produced by such occupation. (3) Equipment. No mechanical equipment is used other than that permissible for purely domestic purposes. (4) Traffic. No pedestrian or vehicle traffic is generated in addition to that typical for a residential neighborhood. (5) Area of use. Home occupations shall be entirely contained within the interior of a residence or located in garages or accessory structures on the site. No visible evidence of the business shall be apparent from the street or surrounding area. Family day care homes are allowed to have an outside play area which shall be fenced. A home occupation shall use no more than 20 percent of the total dwelling unit floor area. Those home occupations which require occasional meetings using more than 20 percent of the floor space may be permitted, providing such meetings do not occur more frequently than once per month. (6) Employees. The home occupation shall be conducted by family members residing on the premises with no assistance from other individuals or groups. (7) Parking. No parking in the public right-of-way shall occur as a result of this home occupation except for occasional meetings, recitals or demonstrations, and day care pick up/drop off. (8) Changes to exterior. The appearance of a dwelling as a residence shall not be altered in such a way as to change its residential character. Alterations of building material, size or color; lighting fixtures or intensity; parking area; or any other exterior change should not cause the structure to lose its residential character nor should it detract from the residential character of the neighborhood.  (9) Nuisance controls. A home occupation shall not create excessive noise, dust or dirt, heat, smoke, odors, vibration and glare or bright lighting which would be over and above that normally created by a single-family dwelling. The production, dumping or storage of combustible or toxic substances shall not be permitted on- site. Additionally, a home occupation shall not create interference or fluctuations of radio or television transmission. (10) Visitation. A home occupation may attract patrons, students or any business- related individuals only between the hours of 6:00 a.m. and 9:00 p.m. A home occupation shall not generate more than six arrivals and six departures per day by vehicles except for family day care operations which shall not generate more than 12 arrivals and 12 departures per day by vehicles. These standards shall not be construed to prohibit occasional group gatherings, recitals or demonstrations. However, such gatherings shall not occur more frequently than once per month and must be held within the specified visitation hours. (11) Signage. Signage or other forms of advertising pertaining to the home occupation may be placed or painted onto the exterior of the residence or in the yard of a residence. These signs may not exceed two square feet in total area. (12) Garage or yard sales are not classified as home occupations and are regulated under subsection 114-98(4). *** Staff feel the applicant has discussed or demonstrated compliance with all requirements except item 2 regarding the sales of items only produced by the home occupation. The Plan Commission should evaluate and determine if each of the proposed occupational activities meet this standard, such as consignment sales of firearms and hunting accessories, as well as ammunition sales. Permit Conditions: If the Plan Commission determines permit conditions are necessary to meet the standards for Conditional Use Permit approval listed below, they should adhere to the following standard: Such conditions as landscaping, architectural design, type of construction, construction commencement and completion dates, sureties, lighting, fencing, planting screens, operational control, hours of operation, improved traffic circulation, deed restrictions, highway access restrictions, increased yards or parking requirements may be recommended by the plan commission and required by the common council if it finds them necessary to fulfill the purpose and intent of this chapter. In 2020, a Firearms dealer was approved for a home occupation in a residential neighborhood with the following conditions:  All requirements of 114-106, except the ability to display a sign, must be met.  Firearms must be kept in a safe or other secure location at all times.  A security system must be maintained for the premises.  The applicant can hold no more than 5 firearms waiting for pick-up at any given time.  No business signage is permitted at this location. Finally, in order to recommend this conditional use for approval, the Plan Commission must find that: □ The establishment, maintenance or operation of the conditional use will not be detrimental to or endanger the public health, safety, morals, comfort or general welfare. □ The conditional use will not be injurious to the use and enjoyment of other property in the immediate vicinity for the purposes already permitted nor substantially diminish or impair property values within the neighborhood. □ The establishment of the conditional use will not impede the normal and orderly development and improvement of the surrounding property for uses permitted in the district. □ Adequate utilities, access roads, drainage and other necessary facilities have been or are being provided. □ Adequate measures have been or will be taken to provide ingress and egress so designed as to minimize traffic congestion in the public streets. □ The conditional use in all other respects conforms to the applicable regulations of the district in which it is proposed to be located. Recommendation The application seems well planned and reasonable in nature, although it is impossible to predict exactly how this use will develop once issued. The Plan Commission has addressed similar home based occupations before, although the proposed extent of operations in this application is more extensive than others, and the Commission should consider if the variety of business-like activities proposed compromises the use, enjoyment, comfort or general welfare of others in the neighborhood. If the Plan Commission finds the applicant complies with all of the home occupation requirements, the Commission has evaluated the need for Conditions on the permit, and the Commission has found that all of the elements required for a Conditional Use Approval have been met, staff recommend approving this Conditional Use Permit.  CITY OF COLUMBUS FOR MEETING OF: August 1, 2022 REQUEST FROM/DEPARTMENT: Recreation Department AGENDA ITEM/REQUEST: Trick or Treat *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: In the past council members have set the date for Halloween Trick or Treat hours in the city of Columbus. The Recreation Department is requesting the date of Sunday October 30, 2022 from 4pm – 7pm. Knowing the decision on an approved date and time would be helpful; we can share the information in our Fall Commotion Publication that is set to print on August 26, 2022. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)  2022 AGENDA ITEM Committee of the Whole Meeting date: ____August 1, 2022_______ Council Meeting date: ____________ ITEM:_Length of Terms for Mayor and Alders _ DETAILED DESCRIPTION OF SUBJECT MATTER: Recently, there has been discussion of how longevity on Boards, Committees and Commissions can be a positive thing. Similarly, there has been discussion of how frequently the City Council changes its makeup with two year terms that can potentially replace about half of the Council every April. Some communities have acted to extend the terms of their elected officials so the community can enjoy greater consistency and increased longevity of the Mayor and Alders. There would need to be some consideration of how the election cycle would apply to each District, and how the implementation would be structured. If implemented, this would only apply to future elections, none of the current elected officials could have their current term extended by this action. If the City Council was interested in further details, we could explore the process and options of such a change. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Determine if there is interest in exploring a change to the term lengths for the Mayor and Alders.