AGENDA CITY COUNCIL MONONA PUBLIC LIBRARY MUNICIPAL ROOM 1000 NICHOLS ROAD MONDAY, FEBRUARY 2, :30 P.M.

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1 AGENDA CITY COUNCIL MONONA PUBLIC LIBRARY MUNICIPAL ROOM 1000 NICHOLS ROAD MONDAY, FEBRUARY 2, :30 P.M. A. Call to Order. B. Roll Call and Pledge of Allegiance. C. Approval of Minutes from January 20, D. Appearances. E. Public Hearing. (None) F. Consent Agenda. 1. Approval of Applications for 2014/2016 Operator Licenses: a. Vicky L. Esser, Copps Grocery Store b. Kristen J. Grube, Copps Grocery Store c. Laura S. Feldt, PDQ Food Store 2. Approval of Applications for 2014/2015 Operator Licenses: a. Antwon W. Austin, Speedway Royal Avenue b. Frederick R. Bechen, Speedway Monona Drive G. Council Action Items. 1. Unfinished Business. a. Approval of 2014/2015 Class B Liquor and Class B Fermented Malt Beverage License Applications For FHMonona, LLC, d/b/a The Waypoint Public House, 320 West Broadway, Monona, Wisconsin, 53716, Agent Timothy G. Thompson, 5279 Scenic Ridge Trail, Middleton, Wisconsin, New Business. * a. Consideration of Resolution Providing for the Sale of $4,100,000 General Obligation Promissory Notes (Finance Director). b. Consideration of Resolution Approving a Proposal from Strand Associates for Construction Observation and Administration Services for the Water Facility Improvement Project (Public Works Committee). c. Consideration of Resolution Approving a Proposal from Vierbicher Associates for Construction Bidding, Observation and Administration Services for the Schluter Park Storm Water Improvement Project (Public Works Committee). * Request for immediate action

2 d. Convene in Closed Session under Wisconsin Statute section 19.85(1)(e) Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session (Amending lease with KJWW at 802 W. Broadway). e. Reconvene in Open Session Under Wisconsin Statute Section 19.85(2). f. Possible action on matters discussed in closed session. H. Reports of Committees, Commissions, Boards, Mayor, City Administrator, City Attorney, and Department Managers. 1. Agendas, Supporting Documents, and Minutes are Available on the Monona Web Page I. Appointments. 1. Branda Weix to the Landmarks Commission (effective immediately May 2018). J. Adjournment. NOTE: Upon reasonable notice, the City of Monona will accommodate the needs of disabled individuals through auxiliary aids or services. For additional information or to request this service, contact Joan Andrusz at (608) (not a TDD telephone number) Fax: (608) or through the City Police Department TDD telephone number The public is notified that any final action taken at a previous meeting may be reconsidered pursuant to the City of Monona ordinances. A suspension of the rules may allow for final action to be taken on an item of New Business. It is possible that members of and a possible quorum of members of other governmental bodies of the municipality may be in attendance at the above stated meeting to gather information or speak about a subject over which they have decisionmaking responsibility. Any governmental body at the above stated meeting will take no action other than the governmental body specifically referred to above in this notice. POSTED Jan.29, 2015 on the City Hall, Library, and Community Center bulletin boards and on the City of Monona s website mymonona.com. LK/Agenda 1/28/15

3 MONONA CITY COUNCIL MINUTES January 20, 2015 The regular meeting of the Monona City Council was called to order by Mayor Miller at 8:03 p.m. Present: Excused: Also Present: Mayor Robert Miller, Alderpersons Jim Busse, Doug Wood, Chad Speight, Mary O Connor, and Brian Holmquist Alderperson Kathy Thomas City Administrator Patrick Marsh, Finance Director Marc Houtakker, Recreation Director Jake Anderson, Media Coordinator Will Nimmow, and City Clerk Joan Andrusz ROLL CALL and PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES A motion by Alder O Connor, seconded by Alder Speight to approve the Minutes from the January 5, 2015 City Council meeting, was carried. APPEARANCES There were no Appearances. PUBLIC HEARING There was no Public Hearing. CONSENT AGENDA A motion by Alder Busse, seconded by Alder Wood to approve the following Application for 2014/2016 Operator License, was carried: 1. Toni J. Wood, Immaculate Heart of Mary Church A motion by Alder Busse, seconded by Alder Wood to approve the following Applications for 2014/2015 Operator Licenses, was carried: UNFINISHED BUSINESS 1. Tarah R. Harms, Pizza Oven 2. Ashley Schemm, Copps Grocery Store 3. Samantha M. Kemnitz, Pizza Oven 4. Carson W. Fletcher, Speedway Royal Avenue There was no Unfinished Business. NEW BUSINESS Alder Wood reported the 2014/2015 Class B Liquor and Class B Fermented Malt Beverage License Applications For FHMonona, LLC, d/b/a The Waypoint Public House, 320 West Broadway, Monona,

4 MONONA CITY COUNCIL January 20, 2015 Page 2 Wisconsin, 53716, Agent Timothy G. Thompson, 5279 Scenic Ridge Trail, Middleton, Wisconsin, was discussed and approved by the License Review Committee. The business s patio permit application was tabled, as they want longer hours of operation and more seating than the Ordinance allows. A motion by Alder Wood, seconded by Alder Speight to suspend the rules and take action on Resolution Purchase Approval of Parks & Recreation Truck, was carried. Recreation Director Anderson reported this item s cost is under the approved 2015 Capital Budget amount. He will use the vehicle for work-related travel and Park events and staff will use it on weekends. He will use his own vehicle to commute. A motion by Alder Busse, seconded by Alder Speight to approve Resolution Purchase Approval of Parks & Recreation Truck. On a roll call vote, all members voted in favor of the motion. A motion by Alder Speight, seconded by Alder Busse to suspend the rules and take action on Resolution Purchase Approval of One 12 Wide Area Riding Mower, was carried. Recreation Director Anderson reported this replaces a 2005 John Deere mower that was out of service all of the 2014 mowing season and needs costly repairs. The new mower is Tier 4 rated; the exhaust air will be as clean as the intake air. It is under the 2015 Capital Budget approved amount. A motion by Alder Speight, seconded by Alder O Connor to approve Resolution Purchase Approval of One 12 Wide Area Riding Mower. On a roll call vote, all members voted in favor of the motion. A motion by Alder Speight, seconded by Alder O Connor to suspend the rules and take action on Resolution Amending the 2015 Capital Budget for the Purchase of Radio Broadcast Equipment for Monona s Low Power FM Community Radio Station, was carried. Media Coordinator Nimmow reported a radio station chief engineer compiled a list of items needed for streaming online and live. Bids will be received and prices negotiated for cost savings. He will seek Council approval if costs are not reduced. Mayor Miller reported this is not a tax roll purchase but is funded with cable franchise fees, which will increase after apartment building construction is complete. Antenna placement issues were discussed, which may result in increased costs. A motion by Alder Speight, seconded by Alder O Connor to approve Resolution Amending the 2015 Capital Budget for the Purchase of Radio Broadcast Equipment for Monona s Low Power FM Community Radio Station. On a roll call vote, all members voted in favor of the motion. A motion by Alder O Connor, seconded by Alder Wood to suspend the rules and take action on Resolution Approval of Contract for Construction of Radio Broadcast and Production Studio, was carried. Media Coordinator Nimmow reported work will begin in the City Hall small conference room on February 2 and will continue for 3 to 4 weeks. There might not be two rooms, which will reduce air conditioning and fire wall costs, and overall costs are projected to be reduced. Production, office, and broadcast space will be included. City Administrator Marsh reported funding for the project will be from 2014 funds set aside for City Hall upgrades and improvements, and some 2015 approved funds. Committees that used the room will now meet in the Community Center. Mayor Miller reported the call

5 MONONA CITY COUNCIL January 20, 2015 Page 3 letter contest is closed and a public meeting will be held February 18 at 7:00 p.m. in the Community Center to announce the winner chosen from 40 finalists. REPORTS A motion by Alder O Connor, seconded by Alder Speight to approve Resolution Approval of Contract for Construction of Radio Broadcast and Production Studio. On a roll call vote, all members voted in favor of the motion. Alder Holmquist reported the Public Safety Commission will work on the Residential Traffic Plan and review property maintenance issues. Alder Speight reported transit ridership has increased the second year in a row, 10%, and has 20 riders per day. City Clerk Andrusz reported there is no Primary Election in February, which is a cost savings. City Administrator Marsh reported Gary Becker will give a TIF report at next Tuesday s CDA meeting and all are welcome. Mayor Miller reported the Cities of Madison and Monona worked together on the Snowshoe Hike at the Aldo Leopold Nature Center with 1,500 attendees. He would like more video productions beyond high school sports and the Memorial Day Parade. If any department or committee would like a video produced to highlight any activities, contact Media Coordinator Nimmow, who showed the Fire Department s volunteer recruitment video produced by a former Madison Media Institute student. In meeting with Madison on a Fire Department work group, he stresses Monona is not merging with Madison, but it is a discussion point. Finance Director Houtakker provided a report on his department s activities including budget preparation and monitoring; required monthly, quarterly, and yearly reports; two audits, which were split between general fund and utility to save costs but do overlap; TIF increment reduction that resulted from the MATC law change and that the option to close the Meriter TIF could be in 8 years; property taxes; dog licenses; utility billing and collections; water utility rate cases and debt compliance; and transit. Challenges include funding the growth in programs from the current high quality Department Heads. He has received good direction from the Mayor, Council, and City Administrator. Mayor Miller praised Finance Director Houtakker on his excellent work and cost savings he s achieved for the City. Mayor Miller stated this is the last Department Head report and he would like to now have reports on projects and grants results. He will work with City Administrator Marsh and staff on this and asks for topic ideas. Department Head reports will resume next year. APPOINTMENTS There were no Appointments. ADJOURNMENT A motion by Alder Busse, seconded by Alder Holmquist to adjourn, was carried. (9:10 p.m.) Joan Andrusz City Clerk

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7 Resolution No Monona Common Council RESOLUTION PROVIDING FOR THE SALE OF $4,100,000 GENERAL OBLIGATION PROMISSORY NOTES WHEREAS, the City of Monona, Dane County, Wisconsin (the City ), is presently in need of $4,100,000 for the public purpose of paying the cost of projects included in the City s Capital Improvements Program; and, WHEREAS, it is desirable to borrow the funds needed for such purpose through the issuance of general obligation promissory notes pursuant to Section 67.12(12), Wis. Stats. NOW, THEREFORE, BE IT RESOLVED that: 1. The City shall issue General Obligation Promissory Notes (the Notes ) in an amount not to exceed $4,100,000 for the public purpose of paying the cost of projects included in the City s Capital Improvements Program. 2. The sale of the Notes shall be negotiated with Hutchinson, Shockley, Erley & Co., and terms of the Notes, including the dating, interest rates, maturity schedule and other details with respect to the Notes, shall be subject to approval by subsequent resolution of the Common Council. 3. The City Clerk shall cause an Official Statement concerning the Notes to be prepared by Hutchinson, Shockey, Erley & Co. The appropriate City officials shall determine when the Official Statement is final for purposes of Securities and Exchange Commission Rule 15c2-12 and shall certify said Statement, such certification to constitute full authorization of such Statement under this resolution. Adopted this day of, BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Robert E. Miller Mayor ATTEST: Joan Andrusz City Clerk Council Action: Date Introduced: Date Approved: Date Disapproved:

8 Resolution No Monona Common Council APPROVING A PROPOSAL FROM STRAND ASSOCIATES FOR ADMINISTRATION AND OBSERVATION SERVICES FOR THE 2015 WATER FACILITY IMPROVEMENT PROJECT WHEREAS, the 2015 Capital Budget provides funding for the water system reservoir and pump house upgrades, which includes funding for contracted services related to construction administration and observation; and, WHEREAS, Strand Associates is currently under contract for reservoir and pump house engineering and bidding services; and, WHEREAS, Strand Associates submitted a proposal in the amount of $29,800 for construction administration and observation services for this project; and, WHEREAS, the Public Works Committee, at its February 4, 2015 meeting, reviewed the construction administration and observation services proposal and recommended accepting the Strand Associates proposed amount of $29,800. NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of Monona, Dane County, Wisconsin, that the proposal by Strand Associates to provide construction administration and observation services for the Water Facility Improvement Project in the amount of $29,800 is hereby approved. Adopted this day of BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Robert E. Miller Mayor ATTEST: Joan Andrusz City Clerk Council Action: Date Introduced: Date Approved: Date Disapproved:

9 City of Monona POLICY AND FISCAL NOTE Original Update Substitute No. Resolution No Ordinance Amendment No. Title: Award of 2015 Water Facility Improvements; Observation and Administration Services Proposal Policy Analysis Statement: Brief Description Of Proposal: Award of Proposal for the 2015 Water Facility Improvements Project Observation and Administration services to Strand Associates for the price of $29,800. The facility improvements project consists of twenty six items that will be modified or repaired as recommended / required by the Wisconsin DNR. Improvements will take place at each pump house and at each reservoir. The proposal presented here is for Strand Associates to Observe construction and Administer the contract documents of this project. Current Policy Or Practice: Funding for the construction observation and administration services is included in the 2015 Capital Budget. Impact Of Adopting Proposal: Reservoir engineering: $13,000 (Strand under contract, 2014 budget) Pump house engineering & bidding: $24,100 (Strand under contract, 2015 budget) ** Administration & observation: $29,800 (pending approval, 2015 budget) Construction estimate: $336,100 (2015, not yet bid) Total budgeted project costs: $403,000 Fiscal Estimate: Fiscal Effect (check/circle all that apply) No fiscal effect Creates new expenditure account Creates new revenue account Increases expenditures Increases revenues Increases/decreases fund balance Fund Budget Effect: Expenditure authorized in budget No change to budget required Expenditure not authorized in budget Budget amendment required Vote Required: Majority Two-Thirds Narrative/assumptions About Long Range Fiscal Effect: Expenditure/Revenue Changes: Budget Amendment No. Account Number No Budget Amendment Required X Account Name Budget Prior to Change Debit Credit Amended Budget Fund CC Account Object Pump house & reservoir upgrades $390,000 $390,000 Prepared By: Department: Public Works Prepared By: Daniel Stephany, Dir Public Works Reviewed By: Marc Houtakker, Finance Director Date: January 27, 2015 Date: January 27, 2015

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12 Resolution No Monona Common Council APPROVING A PROPOSAL FROM VIERBICHER ASSOCIATES FOR BIDDING, ADMINISTRATION AND OBSERVATION SERVICES FOR THE 2015 SCHLUTER PARK STORMWATER IMPROVEMENT PROJECT WHEREAS, the 2015 Capital Budget provides funding for the Schluter Park Storm Water Improvement Project which includes funding for contracted services related to construction bidding, administration, and observation; and, WHEREAS, the Director of Public Works received proposals from Vierbicher Associates and Strand Associates on January 16, 2015; and, WHEREAS, the Public Works Committee, at its February 4, 2015 meeting, reviewed the proposals and recommended accepting the proposal submitted by Vierbicher in the amount of $44,600 for the public works portion of the project; and, WHEREAS, the Vierbicher proposal also includes $2,800 for construction bidding, administration, and observation services for the Parks Department s portion of the project. NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of Monona, Dane County, Wisconsin, that the proposal by Vierbicher Associates in the amount of $47,400 to provide construction bidding, administration and observation services for the Schluter Park Storm Water Improvement Project is hereby approved. Adopted this day of BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Robert E. Miller Mayor ATTEST: Joan Andrusz City Clerk Council Action: Date Introduced: Date Approved: Date Disapproved:

13 City of Monona POLICY AND FISCAL NOTE Original Update Substitute No. Resolution No Ordinance Amendment No. Title: Award of 2015 Schluter Park Improvements; Bidding, Observation & Administration Services Proposal Policy Analysis Statement: Brief Description Of Proposal: Award of Proposal for the 2015 Schluter Park Improvements bidding, observation and administration services contract to Vierbicher for the price of $44,600. The project consists of channel dredging, shoreline restoration, water main modification, and installing two sediment removal chambers. Public Works Allocation: $44,600 (bidding, O&A for the work items listed above) The Parks Department will also be completing work at the park in Items for the parks portion will also appear in the public works bid, and will be allocated to the Park s capital budget project line item. Park s Allocation: $2,800 (observation of W&S lateral installation, concrete walkway, and fishing platform) Current Policy Or Practice: The funds for the bidding, observation and administration services will be allocated to the 2015 Capital Budget, Schluter Park Dredging Project. Impact Of Adopting Proposal: Engineering & specifications: $24,440 (SCS, 2013 capital budget) ** Bidding, observation, administration: $44,600 (pending approval, 2015 budget) Construction estimate, Public Works portion: $491,800 (not yet bid) Total budgeted project cost, Public Works: $540,980 Urban Water Quality Grant award: $247,028 Fiscal Estimate: Fiscal Effect (check/circle all that apply) No fiscal effect Creates new expenditure account Creates new revenue account Increases expenditures Increases revenues Increases/decreases fund balance Fund Budget Effect: Expenditure authorized in budget No change to budget required Expenditure not authorized in budget Budget amendment required Vote Required: Majority Two-Thirds Narrative/assumptions About Long Range Fiscal Effect: Expenditure/Revenue Changes: Budget Amendment No. Account Number No Budget Amendment Required X Account Name Budget Prior to Change Debit Credit Amended Budget Fund CC Account Object Schluter Beach Dredging $540,980 $540,980 Prepared By: Department: Public Works Prepared By: Daniel Stephany, Dir Public Works Reviewed By: Marc Houtakker, Finance Director Date: January 28, 2015 Date: January 28, 2015

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19 Law Enforcement/Emergency Dispatch Date Ending: Wednesday, 1/28/15 City of Monona DEPARTMENT PROGRESS REPORT Significant Cases 1/18/15, Officers responded to a reported armed home invasion in the 6300 Block of Winnequah. We believe this was a targeted location for drugs, but cannot verify. 1/20/15, Officers captured a subject who robbed the Anchor Bank, 6501 Monona Drive. Assistance was rendered from numerous area departments. 1/23/15, Officers responded to a reported armed home invasion in the 5800 Block of Anthony Place. We believe this was also a targeted location for drugs, but cannot verify Capital Projects Security Monitor Upgrade: The Security Monitor Upgrade will add additional cameras to the rear lot of City Hall, the Community Center and the DPW garage. This project was recently awarded to Boldtronics, the vendor we have used in the past. The initial wiring is being accomplished and the cameras have been ordered. Portable Body Cameras: These are portable body cameras that would be worn by officers and activated during contacts with the public that have the potential for conflict. Rather than invest in a new server, we are delaying the purchase of these items until Panasonic is coming out with a model that will be compatible with our current squad car and interview room system. The new Panasonic cameras are scheduled to become available around April. Shotguns: We finally received our new shotguns that were ordered in They all have orange colored stocks and forends, as we are converting from slug rounds to less lethal ammunition. This will allow officers to have another less lethal option when dealing with violent subjects. All sworn personnel are scheduled to receive less lethal shotgun training in February. Squad Status The two new marked squads have been ordered. Delivery is expected around March/April. Each car takes about a month to build, so they are expected to be in service around June/July. Personnel We are anticipating another retirement around March of 2015 and have started the background process on the next candidate on the eligibility list established by the Police and Fire Commission. With Jeremy Winge being promoted to Sergeant on 10/1/14 and Adam Nachreiner being promoted to Sergeant on 1/1/15, we finally are back to having two Sergeants on the evening shifts. With all the new personnel on the department, these are critical positions as they are providing experienced leadership during periods of high criminal activity. Until we can get back up to full strength, Community Relations Officer James Reiter has been reassigned back to patrol duties.

20 In-service Training Going into 2015 we have joined a new training consortium with the Oregon, Stoughton, McFarland, and Verona police departments. There will be at least five training sessions throughout the year. The first session, which started this month, is being held at the Madison Police Training center and covers handgun, rifle, Taser, fitness and judgmental use of force. Retail Theft For the end of year totals our thefts are slightly above what they were at in : there were 630 total thefts; in 2014: there were 648. The Walmart Super Center is the leader in this category. Tellurian Calls Since signing the amended lease agreement with Tellurian our calls there seemed to slow down in November and December, although they are now starting to spike upwards again. In 2013: there were 105 total calls; in 2014: there were 125 total calls. Between 1/1/14 to 1/26/14: 11 total calls; and 1/1/15 to 1/26/15: 13 total calls. We continue to communicate with the Tellurian staff and are planning on having some mutual training together in the near future. MAJOR OBJECTIVES FOR THE COMING MONTH The DaneCom radio system continues to experience major delays. They are now estimating this system will not be functional for another year. Dane county has had to apply for another extension with the FAA to continue to use their old VHF radio system. PUBLIC SAFETY COMMISSION REPORT The next meeting of the PSC is 5:30 pm on January 28, A public hearing has been scheduled to discuss the Property Maintenance Ordinance

21 City of Monona DEPARTMENT PROGRESS REPORT City Clerk Week Ending: January 30, 2015 ACCOMPLISHMENTS Completed the minutes of the January 13 License Review Committee and the January 20 Finance & Personnel and City Council meetings. Election duties: Entered the fourth of four required GAB data reports; updated the SVRS system based on responses to HAVA check letters; recruited a new Election Inspector. Reviewed and updated the Fee Schedule for February Finance & Personnel Committee presentation. Attended the CVMIC Work Plan meeting. Mailed Finance & Personnel Committee response to denied claimant. Basic duties: Daily deposits, accounts payables, invoice distribution and coding, credit applications, Operator s and other licenses, staff and City Administer meetings, work with Fire Chief on highway fire calls and fire dues reporting, enter voter registrations and absentee ballot requests as received, mail building inspection forms to Appraiser, compile documents and payments for mailing to EMS Medical Billing Associates, publish minutes, public notices, and Ordinances as required, work with other staff members on licenses, accounts payables, open records requests, claims against the City, etc. MAJOR OBJECTIVES FOR THE COMING MONTH File active and remove cancelled voter registration forms. Mail schedule letters to Election Inspectors. Schedule the Distinguished Service Award Committee meeting. Complete work on an Ordinance amendment regarding City staff selling beer at City park events. PUBLIC INFORMATION ITEMS, COMMITTEE REPORT, THINGS THAT NEED ATTENTION (City Administrator/City Council): None at this time.