Village Board

AGENDA R PLACE: EGULAR BOARD MEETING Little Chute Village Hall DATE: Wednesday, February 7, 2018 TIME: 6:00 p.m. REGULAR ORDER OF BUSINESS A. Invocation B. Pledge of Allegiance to the Flag C. Roll call of Trustees D. Roll call of Officers and Department Heads E. Public Appearance for Items Not on the Agenda F. Approval of Minutes Minutes of the Regular Board Meeting of January 17, 2018 Minutes of the Special Board Meeting of January 31, 2018 G. Presentation—Robert A. Nechodom Good Citizenship Award to Gene and Virgie Janssen H. Presentation—Downtown Lighting—Eric Miller with Kaukauna Utilities I. Action—Approve Temporary Class “B” Retailer’s License for LC Gridiron Association J. Discussion/Action—Summer Camp Program Proposal K. Department and Officers Progress Reports L. Discussion/Possible Action—Quiet Zone Proposal M. Action—Committee/Commission Appointments for Landfill Siting Board, Police and Fire Commission N. Disbursement List O. Call for Unfinished Business P. Items for Future Agendas Q. Closed Sessions: a)19.85(1)(e) Wis. Stats. Deliberations or negotiations on the purchase of public properties, investing of public funds or conducting other specific public business when competitive or bargaining reasons require a closed session. Mill Street Bridge b)19.85(1)(c) Consideration of Employment, Promotion, or Performance Evaluation Data of any Public Employee of the Village of Little Chute. DPW Director Recruitment R. Return to Open Session S. Adjournment Requests from persons with disabilities who need assistance to participate in this meeting or hearing should be made with as much advance notice as possible to the Clerk’s Office at 108 West Main Street, (920) 423-3852, email: Laurie@littlechutewi.org Prepared: February 2, 2018  MINUTES OF THE REGULAR BOARD MEETING OF JANUARY 17, 2018 Call to Order: President Vanden Berg called the Regular Board Meeting to Order at 6:00 p.m. Pledge Allegiance to the Flag President Vanden Berg led members in the reciting of the Pledge of Allegiance. Roll call of Trustees PRESENT: Michael Vanden Berg, President John Elrick, Trustee David Peterson, Trustee Skip Smith, Trustee Larry Van Lankvelt, Trustee James Hietpas, Trustee Bill Peerenboom, Trustee Roll call of Officers and Department Heads PRESENT: James Fenlon, Village Administrator Tyler Claringbole, Village Attorney Lieutenant Slotke, Fox Valley Metro Police Department (arrived 6:32) Teri Matheny, Finance Director Jim Moes, Community Development Director Adam Breest, Director of Parks, Recreation and Forestry Laurie Decker, Village Clerk Interested Citizens EXCUSED: Chris Murawski, Engineer Steve Thiry, Library Director Public Appearance for Items Not on the Agenda None Other Informational Items—December Fire, FVMPD Monthly Reports and December Report Approval of Minutes Minutes of the Regular Board Meeting of January 3, 2018 Moved by Trustee Smith, seconded by Trustee Van Lankvelt to Approve the Minutes of the Regular Board Meeting of January 3, 2018 Ayes 7, Nays 0 – Motion Carried Operator License Approvals Boyd, Kenneth Super 41 Shell Little Chute Derks, Linda M’s Bar Kaukauna Grimmer, Aimee MotoMart Appleton Hebert, Lori Moasis Little Chute Moved by Trustee Van Lankvelt, seconded by Trustee Peterson to Approve Operator Licenses as presented Ayes 7, Nays 0 – Motion Carried Department and Officers Progress Reports Departments and Officers provided progress reports to the Board -1- Action—Adopt Resolution No. 1 Landfill Siting Administrator Fenlon discussed the Resolution for the Landfill Siting that is required through State mandates. Anthony J. Walner, Resident of Little Chute questioned who the negotiations were with, Administrator Fenlon advised that it is with the City of Appleton. Moved by Trustee Elrick, seconded by Trustee Smith to Adopt Resolution No. 1, Landfill Siting Ayes 7, Nays 0 – Motion Carried Action—Adopt Resolution No. 2 Changing Polling Sites Village Clerk Decker advised on the Combining of Polling Sites Moved by Trustee Elrick, seconded by Trustee Peterson to Adopt Resolution No. 2, Changing Polling Sites Ayes 7, Nays 0 – Motion Carried Action—Adopt Ordinance No. 1 Amending the FVMPD Police Commission Ordinance Administrator Fenlon advised the only change to this Ordinance was in Paragraph A on the De-merger with Combined Locks as presented. Village of Little Chute has certified Bill Van Berkel and Scott Schommer. Resident Anthony Walner disagreed with the equal negotiation between the Village of Little Chute and the Village of Kimberly due to the population of both Villages. Moved by Trustee Elrick, seconded by Trustee Smith to Adopt Ordinance No. 1, Amending the FVMPD Police Commission Ordinance Ayes 7, Nays 0 – Motion Carried Action—Approve Rock the Block—Little Chute—2018 Administrator Fenlon went over documents regarding a $5000.00 contribution to Rock the Block and Habitat for Humanity for improving various residential homes and community properties done by volunteers. Moved by Trustee Elrick, seconded by Trustee Smith to Approve Rock the Block—Little Chute—2018 Ayes 7, Nays 0 – Motion Carried Action—Approve Bazaar After Dark—Little Chute—2018 Administrator Fenlon went over documents regarding a $5000.00 contribution for the Bazaar After Dark event for Saturday, September 28, 2018. Administrator Fenlon suggested that all businesses in the Village of Little Chute be given free vendor space. Moved by Trustee Peerenboom, seconded by Trustee Elrick to Approve Bazaar After Dark— Little Chute—2018 with the stipulation that Village of Little Chute businesses be given free vendor space Ayes 7, Nays 0 – Motion Carried Discussion/Action—Summer Camp Program Proposal Director Breest presented information and documents on a Summer Camp Program that would be run out of the Van Lieshout Indoor Recreation Shelter. Trustee Van Lankvelt asked about the sign up service and Director Breest did advise that it is flexible and residents can sign up for however many days they choose. Trustee Hietpas asked the ages required and non-resident fees. Director Breest replied the ages will be Kindergarten through Sixth Grade and that there would probably be an up charge for non-residents. Director Breest also advised that he is looking at the Free Lunch service to see if this program would be eligible, otherwise participants would be asked to bring their own lunch. Director Breest advised that right now the capacity would probably be around 50 children to start. Director Breest also answered questions on available employees if maximum capacity is met and stated that yes, they do have summer help available that are working part time hours but would like more. Director Breest will conduct a survey and get more information to the Board at a later date. Discussion—2018 Community Events Calendar Director Breest went over the 2018 Community Events Calendar and advised on a new event, a Wine Walk for residents to explore downtown businesses, the date has not been set yet. -2- Discussion/Action—Façade Program Amendments Administrator Fenlon went over the guidelines for the Façade Renovation Program. Moved by Trustee Smith, seconded by Trustee Elrick to Approve the Façade Program Amendments Ayes 7, Nays 0 – Motion Carried Action—Committee/Commission Appointments Moved by Trustee Elrick, seconded by Trustee Van Lankvelt to Approve Scott Schommer and Bill Van Berkel to the Police Commission Ayes 7, Nays 0 – Motion Carried Disbursement List Moved by Trustee Peerenboom, seconded by Trustee Smith to Approve Disbursement List and Authorize the Finance Director to pay all vendors Ayes 7, Nays 0 – Motion Carried Call for Unfinished Business None Items for Future Agenda None Closed Session: a)19.85(1)(e) Wis. Stats. Deliberations or negotiations on the purchase of public properties, investing of public funds or conducting other specific public business when competitive or bargaining reasons require a closed session. Property Acquisition and Evergreen Drive Moved by Trustee Peterson, seconded by Trustee Elrick to Enter into Closed Session at 6:58 p.m. Ayes 7, Nays 0 – Motion Carried 19.85(1)(c) Consideration of Employment, Promotion, or Performance Evaluation Data of any Public Employee of the Village of Little Chute. DPW Director Position Moved by Trustee Peterson, seconded by Trustee Elrick to Enter into Closed Session at 6:58 p.m. Ayes 7, Nays 0 – Motion Carried Return to Open Session Moved by Trustee Elrick, seconded by Trustee Peterson to Return to Open Session at 7:58 p.m. Ayes 7, Nays 0 - Motion Carried Adjournment Moved by Trustee Elrick, seconded by Trustee Peterson to Adjourn the Regular Board Meeting at 7:58 p.m. Ayes 7, Nays 0 - Motion Carried VILLAGE OF LITTLE CHUTE By: _______________________________________ Attest: Michael R. Vanden Berg, Village President Laurie Decker, Village Clerk -3-  MINUTES OF SPECIAL BOARD MEETING OF JANUARY 31, 2018 Call to Order: President Vanden Berg called the Special Board Meeting to Order at 5:00 p.m. Pledge Allegiance to the Flag President Vanden Berg led members in the reciting of the Pledge of Allegiance. Roll call of Trustees PRESENT: Michael Vanden Berg, President John Elrick, Trustee David Peterson, Trustee Skip Smith, Trustee Larry Van Lankvelt, Trustee James Hietpas, Trustee Bill Peerenboom, Trustee STAFF: Jim Moes, Community Development Director Laurie Decker, Village Clerk Public Appearance for Items Not on the Agenda None Closed Session: a)19.85(1)(e) Wis. Stats. Deliberations or negotiations on the purchase of public properties, investing of public funds or conducting other specific public business when competitive or bargaining reasons require a closed session. Property Negotiations Moved by Trustee Elrick, seconded by Trustee Smith to Enter into Closed Session at 5:01 p.m. Ayes 7, Nays 0 – Motion Carried Return to Open Session Moved by Trustee Elrick, seconded by Trustee Smith to Return to Open Session at 5:19 p.m. Ayes 7, Nays 0 - Motion Carried Adjournment Moved by Trustee Elrick, seconded by Trustee Smith to Adjourn the Regular Board Meeting at 5:19 p.m. Ayes 7, Nays 0 - Motion Carried VILLAGE OF LITTLE CHUTE By: _______________________________________ Attest: Michael R. Vanden Berg, Village President Laurie Decker, Village Clerk -1-  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Summer Camp Program Proposal PREPARED BY: Adam Breest, Parks, Recreation, & Forestry Director REPORT DATE: February 2, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: No additional comments to this report: ______________________________ See additional comments attached: _________________________________ EXPLANATION: Beginning in the summer of 2018, the Little Chute Parks, Recreation, & Forestry Department would like to begin a Summer Camp Program. The program would run for 10 weeks from Monday, June 11 – Friday, August 17 at the Van Lieshout Recreation Center. The hours for the program would run from 7:30 am – 5:30 pm Monday – Friday. Parents would have the flexibility to sign up for individual days of their choice and drop off and pick up their children anytime between the hours of operation. The program would consist of weekly themes, daily activities, and weekly field trips. The cost would be $20/day for residents and $25/day for non-residents. All participants will receive a t-shirt to utilize at the program throughout the summer. The mission statement for this program is listed below. Summer Camp Mission: Our mission is to provide a safe, fun, affordable and educational opportunity for the residents of Little Chute. All our activities will be designed to meet the needs of the families participating in the summer camp program. We will provide a variety of activities from quiet time, free play, field trips, arts and crafts, group games and more. We will take advantage of the opportunity to develop socialization skills, cognitive growth, character, independence and a positive self-image. Programs such as these are run through Municipalities and School Districts around the state. A sample of some local programs in the Appleton/Green Bay area are listed below with their fees. • Allouez – $21.40/day resident fee • Appleton – $18/day resident fee • Ashwaubenon – $25/day resident fee • Bellevue – $21/day resident fee • De Pere – $27.60/day resident fee • Neenah – $28/day resident fee The Recreation Department is looking for the commitment from the Village Board to completely follow through with this program for the summer of 2018. This program would call for additional staff to be hired and additional materials to be purchased for the summer. If the program is a success the program will provide a great program for kids to take part in great outdoor programming and pay for itself through offsetting revenues. ATTACHMENTS: Summer Camp Budget Summary, Q&A Sheet, Survey Results RECOMMENDATION: Discussion/Action Summer Camp Program Proposal  Summer Camp Program Expenses Total Cost Leader Prep Equipment Kids Per Day # of Leaders * # of Staff * Cost Per Hour ** Per Day Staff Total Time FICA Field Trip Expense 50 Days Rent Utilities Total Expenses 15 1 1 $ 21.14 $ 221.97 $ 11,098.50 $ 422.80 $ 714.32 $ 3,000.00 $ 2,440.03 $ 625.00 $ 18,300.65 20 1 1 $ 21.14 $ 221.97 $ 11,098.50 $ 422.80 $ 714.32 $ 3,000.00 $ 2,440.03 $ 625.00 $ 18,300.65 25 1 2 $ 31.71 $ 332.96 $ 16,647.75 $ 422.80 $ 1,058.37 $ 3,000.00 $ 2,440.03 $ 625.00 $ 24,193.95 30 1 2 $ 31.71 $ 332.96 $ 16,647.75 $ 422.80 $ 1,058.37 $ 3,000.00 $ 2,440.03 $ 625.00 $ 24,193.95 36 1 2 $ 31.71 $ 332.96 $ 16,647.75 $ 422.80 $ 1,058.37 $ 3,000.00 $ 2,440.03 $ 625.00 $ 24,193.95 * The number of staff scheduled is based upon the number of children. Our ratio is 12:1 staff to children. ** Staff cost is calculated at our highest rate of $10.57/hour for all staff Revenues $17/Day Resident; $22/Day Non-Resident*** Registrations Per Day Income Less Expense for 50 Days $ 17.00 (including field trips) 15 $ 12,750.00 $ (5,550.65) NOTE: Break even point is 27 kids per day 20 $ 17,000.00 $ (1,300.65) *** Estimates only account for resident fees 25 $ 21,250.00 $ (2,943.95) 30 $ 25,500.00 $ 1,306.05 36 $ 30,600.00 $ 6,406.05 $20/Day Resident; $25/Day Non-Resident*** Registrations Per Day Income Less Expense for 50 Days $ 20.00 (including field trips) 15 $ 15,000.00 $ (3,300.65) NOTE: Break even point is 17-18 kids per day 20 $ 20,000.00 $ 1,699.35 *** Estimates only account for resident fees 25 $ 25,000.00 $ 806.05 30 $ 30,000.00 $ 5,806.05 36 $ 36,000.00 $ 11,806.05  Little Chute Summer Camp Q&A 1. WHY PROVIDE A SUMMER CAMP PROGRAM? The Village’s Recreation Department is looking to fulfil a need in our community. In the, summer elementary aged children and their parents need a safe place for their children to go where they can socialize with others and take part in fun outdoor activities, and educational programs. There are many parents that have children whom go to school while they are at work. In the summer children need a place to go while their parents are at work. Our goal is to offer that affordable option for kids while providing great programs, educational opportunities, socialization, healthy food, and staff they can look up to. This program looks to collaborate with as many other organizations as it can to fulfill its mission statement. Village of Little Chute Strategic Plan Mission Statement Vision - Expanding horizons and exceeding expectations. Mission - Little Chute is committed to preserving community character, enhancing quality of life, and building a sustainable community for future generations through visionary leadership and citizen engagement. Recreation Department Mission Statement Our mission is to provide an array of opportunities to improve individuals' physical health and outlook to life. To add to our community a quality of life that is essential for an interactive community. These opportunities include instructional, athletic, and social programs that are designed to satisfy a wide range of interests and to accommodate more age groups. Little Chute Recreation Departments “A Healthy Little Chute” Mission Statement The Village of Little Chute and its partners seek to create A Healthy Little Chute through physical activity, nutrition, collaboration, outdoor activity, and providing educational opportunities to all residents. Proposed Summer Camp Mission Our mission is to provide safe, fun, affordable, educational, social and recreational program for the residents of Little Chute. All our activities will be designed to meet the needs of the families participating in the summer camp program. We will provide a variety of activities from group exercises, nutritional classes, field trips, arts and crafts, group games and more. We will take advantage of the opportunity to develop socialization skills, cognitive growth, character, independence and a positive self- image. 2. ARE THERE OTHER MUNICIPALITIES THAT OPERATE A SIMILAR PROGRAM? Yes, there are municipalities in our region and around the state that offer very similar programs at comparable rates. Some of these municipalities include Appleton, Allouez, Ashwaubenon, Bellevue, De Pere, Waukesha, Greenfield, Madison, Germantown, and Wisconsin Dells. Several of these programs also provide before and after school care. 3. WHAT KIND OF ACTIVITIES WILL THERE BE FOR MY CHILD? The Summer Day Camp program focuses on weekly themes, daily activities, and weekly field trips. For example, you may have a weekly theme titled “Wacky Water Week” with the following daily activities… Monday – Doyle Pool Field Trip Tuesday – Water Balloon Games Wednesday - Giant Slip and Slide! Thursday – The Water Cycle Friday – Sprinklers and Super Soakers Besides the main activities for the day there will also be opportunities for quiet time, team and individual games, free time, board games, and more. 4. WILL KINDERGARTENERS BE PLAYING GAMES WITH INGOING 6th GRADERS? There are several activities where the entire group will be combined. However, there will be many opportunities for children of similar grades and ages to be separated for activities. On field trips, field trip leaders are given a group of kids that are assigned to them in the same age range. During gym and yard games, groups will be separated by age when necessary depending on activity. This is a great program for children of higher grades to be a role model for the younger grades. 5. IS THE SUMMER CAMP PROGRAM REQUIRED TO BE A “CERTIFIED DAY CARE” THROUGH THE STATE? No. Even though the children are with the staff for up to 10 hours a day, the Village is not required to be certified through the state. The Village will be following many of the state’s standards as applicable. 6. HOW MUCH WILL THIS PROGRAM COST? There are two fee structures that we are considering at this time. $17/resident & $22/non-resident per day and $20/resident & $25/non-resident per day. There would be no extra fees for sign ups, field trips, materials, etc. The goal is to make this program as flexible as possible for parents and families while staying affordable. 7. HOW SOON DO I NEED TO SIGN UP? Registrations will begin as soon as sign-up materials are in place and the Village Board takes action on the program. Each day will max at 36 kids per day. The deadline for registration is 7 days prior to the program date. 8. DO I HAVE TO SIGN UP FOR A FULL WEEK OR MONTH TO BE ELIGIBLE? No. Parents could sign up their child for just one day throughout the whole summer or all 50 program days. We want to be as flexible as possible for families. 9. IS LUNCH PROVIDED? Our initial plan is to provide 1 free lunch and 1 free snack per day. Along with the Summer Day program we would like to utilize this opportunity to create a Summer Food Service Program (SFSP). The SFSP is a United States Department of Agriculture (USDA) federal food assistance program. In conjunction with the Wisconsin Department of Public Instruction (DPI), USDA provides money (reimbursement) to organizations (sponsors) that serve meals that meet the SFSP nutritional guidelines. These meals are served free to children 18 and younger and to disabled individuals over age 18 who are enrolled in school programs. If the SFSP does not operate the Village would require parents to send a lunch from home. 10. WHAT ARE THE BUDGET IMPLICATIONS FOR THIS PROGRAM? The goal of this program it be cost neutral or in the black. On the budget sheet we have included staff cost, equipment and field trip expense, rent, and utilities. To keep the cost down we are looking to utilize equipment that the recreation department already owns, investigate free lunches, and provide field trips that are fun but yet affordable. We are going to be utilizing our Thursday one day events and integrate those into our program. We will be also pursuing partners such as Farm to School, UW-Extension, Junior Achievement, and the School District to provide quality educational opportunities for our children at a low cost or no cost. In 2018 we would request to operate the program even if numbers are lower. Just like any new business or program offering it takes time to market, get word of mouth started, and create a sustainable program. In year 2 we would require ourselves to meet our minimum participant numbers per day of 17-18 kids in order to operate. Constant Contact Survey Results Survey Name: Summer Day Camp Interest Survey Response Status: Completed Filter: None 2/5/2018 8:18 AM CST TextBlock: Proposed Summer Day Camp Description:In the summer of 2018 the Little Chute Recreation Department is looking to offer a Summer Day Camp program at the Van Lieshout Park Recreation Center. Van Lieshout Park offers an indoor air conditioned space, playground, baseball field, basketball court, soccer fields, and plenty of space to play games and be outside. Registration would be required ahead of time but parents would have the flexibility to sign up for individual days of their choice and drop off and pick up their children at anytime between the hours of operation. The program would consist of weekly themes, daily activities, and a field trip every week. The registration fee would include a t-shirt, water bottle, and all activities and field trips. Program Dates/Times/CostDates: June 11 - August 17 (Monday thru Friday)Times: 7:30 am - 5:30 pmAges: Entering grades 5k - 6th in Fall of 2018Fee: $17 per day per childSurvey Deadline:We are looking for your opinion on this proposed program below. Please fill out the survey by Friday, February 2nd at 4:30 pm. Would your child(ren) participate and sign up for this program? Number of Response Answer 0% 100% Response(s) Ratio Yes 68 31.3 % No 68 31.3 % Maybe 81 37.3 % No Response(s) 0 0.0 % Totals 217 100% Page 1 If you selected "yes" or "maybe" in question #1 please select the estimated number of days per week that you would sign your child(ren) up for. Number of Response Answer 0% 100% Response(s) Ratio 1 day per week 32 14.7 % 2 days per week 51 23.5 % 3 days per week 33 15.2 % 4 days per week 4 1.8 % 5 days per week 24 11.0 % No Response(s) 73 33.6 % Totals 217 100% How many children do you have that would be eligible for this program? Number of Response Answer 0% 100% Response(s) Ratio 1 108 49.7 % 2 73 33.6 % 3 18 8.2 % 4+ 6 2.7 % I do not have children 12 5.5 % No Response(s) 0 0.0 % Totals 217 100% What grade will your child(ren) be entering for the 2018-2019 school year? Number of Response Answer 0% 100% Response(s) Ratio 5k 45 20.7 % 1st Grade 62 28.5 % 2nd Grade 58 26.7 % 3rd Grade 53 24.4 % 4th Grade 47 21.6 % 5th Grade 26 11.9 % 6th Grade 30 13.8 % I do not have children 12 5.5 % Totals 217 100% Page 2  What is your age? Number of Response Answer 0% 100% Response(s) Ratio Younger than 18 3 1.3 % 18 - 24 1 <1 % 25 - 34 73 33.6 % 35 - 44 119 54.8 % 45 - 54 14 6.4 % 55 - 64 5 2.3 % 65 or older 2 <1 % Prefer not to answer 0 0.0 % No Response(s) 0 0.0 % Totals 217 100% Do you have any comments or suggestions for this program? 63 Response(s) Page 3 January 12, 2018 RE: Village of Little Chute Railroad Quiet Zone Study SEH No. 140430 James Fenlon Village Administrator Village of Little Chute 108 W. Main Street Little Chute, WI 54140 Dear Mr. Fenlon: We are pleased to have an opportunity to assist the Village of Little Chute (Little Chute) with evaluating the feasibility of implementing a quiet zone along the existing Canadian National corridor that extends through the Village. Short Elliott Hendrickson Inc. (SEH) has significant experience in evaluating and implementing quiet zones, and we are eager to join you in this endeavor. Background In the 1996 legislation, the federal government preempted local and state governments from regulating train horn noise. In 2005, after many years of investigation and rule making, final rules regulating train horn noise were adopted. This legislation requires all trains to sound their horn prior to occupying a public highway-railroad grade crossings. The Federal Railroad Administration (FRA) rules provide a mechanism to evaluate how the Village may minimize the noise caused by the trains. The rules provide for communities to create quiet zones where trains are exempt from horn regulations. There can be multiple quiet zones in a community provided that each zone meets the criteria in the rules. This allows for phasing of a quiet zones based on funding, local development, and jurisdictional issues. The Village has recently been made aware of this potential solution to alleviate consistent concerns from its residents regarding the impact of the train horn noise generated within the Village. As aforementioned Canadian National Railway (CN), the railroad that operates through the Village, is required by the FRA to blow their horn at every public highway-railroad grade crossing. This study will address the requirements to implement a FRA approved quiet zone within the Village. Proposed Scope of Work Task 1 – Quiet Zone Study FRA rules require accurate data, which makes a formal evaluation of all the existing crossings through the corridor the foundation of implementing a quiet zone. The crossings within the Village of Little Chute along the CN corridor vary from private crossings with stop signs to public crossings with signals and gates. Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-5196 SEH is 100% employee-owned | sehinc.com | 651.490.2000 | 800.325.2055 | 888.908.8166 fax James Fenlon January 12, 2018 Page 2 SubTasks: a. Create existing condition exhibits for each crossing; b. Compile information to be reviewed and discussed at the diagnostic meeting; c. Interview Stakeholders to acquire information regarding the applicable the crossings; and d. Determine approximate existing corridor risk index. Deliverables: The deliverables for this task will include: • Confirm relevant data within the applicable US DOT Crossing Inventory Forms; • Meet with the Village prior to Diagnostic meeting to discuss crossing information; • Coordinate, Schedule and Conduct a diagnostic field review with the; FRA, WisDOT, OCR, Village, County and CN at all 8 crossings (seven public and one private); and • Compile a diagnostic meeting summary memo. Task 2 – Highway Traffic Count Updated traffic counts are required by the FRA to ensure a risk index that representative of the actual conditions. Deliverables: The deliverables for this task will include: • Traffic count data for all 7 public grade crossings • Update existing corridor risk index Task 3 – Report & Village Board Presentation Successful implementation of a quiet zone will require careful consideration of improvements including crossing closures, raised medians, signal improvements, traffic pattern changes and future development. SEH will evaluate this criteria and compile the results in the form of a report and a formal presentation to the Village of Little Chute. SubTasks: a. Develop up to three quiet zone risk scenarios for each crossing; b. Evaluate risk for each proposed scenario; c. Evaluate impacts of proposed improvements to adjacent roads, trails, and development plans; d. Prepare preliminary cost estimates for the recommended improvements; and e. Evaluate phasing options. Deliverables: The deliverables for this task will include: • Conference call with Village prior to presentation to discuss crossing options; • Deliver a presentation of results to Village staff or Board; and • Prepare a written report to summarize; the train rule, the completed analysis for each crossing, select recommended options for each crossing, and a discussion of the next steps. Additional Services: Additional Services if needed or requested are services that are not included as part of the scope of services provided above. If the Village of Little Chute wishes for SEH to perform any Additional Services, Village of Little Chute shall so request in writing. SEH will be paid based on SEH’s then current hourly rates, or based on a supplemental agreement between SEH and the Village of Little Chute. James Fenlon January 12, 2018 Page 3 PROFESSIONAL FEE SCHEDULE Task 1 Quiet Zone Study $ 9,600 Task 2 Highway Traffic Count $ 2,950 Task 3 Report & Village Board Presentation $ 12,400 Total Professional Fees $ 24,950 Professional Fee: SEH will provide a standard Master Service Agreement for any proposed services, including the aforementioned services not to exceed $24,950, including travel expenses and traffic counter equipment. The typical amount of time to complete task 1-3 is 120 days. The included quiet zone work flow chart will further illustrate how the work breakdown tasks relate to the process. We look forward to working with you, your staff and the community on this project. Thank you for this opportunity to continue to work with the Village of Little Chute, I can be reached at (651) 802-4067 or jcotter@sehinc.com. Sincerely, SHORT ELLIOTT HENDRICKSON INC. Josh Cotter, P.E. Railroad Project Manager Enclosure: Quiet Zone Flow Chart c: Trevor Frank \\sehfv\projects\ko\l\lchut\common\quiet zone\proposal\lchut proposal_180111.docx  Chart 2 - Creating a New Quiet Zone using SSMs Obtain QZ must be at Install gates and Select crossings cooperation from least 1/2 mile lights at all public for inclusion in QZ all affected long crossings jurisdictions Pvt Conduct xings with public, Comply with yes diagnostic team industrial, or diagnostic team's review of pvt commercial access recommendations xings included? no Update National Inventory to reflect existing conditions QZs established on this within 6 months basis subject to annual prior to notification review Tasks 1-3 Future Tasks d! Notify Parties, silence Send affirmation and updated yes f ie QZRI < NSRT? horns, and install signage inventory form to FRA every Qu a li at all crossings 2.5-3 yrs no Disclaimer: This summary of the interim final rule is for informational purposes only. no Entities subject to the interim final rule should refer to the rule text as published in the Install SSMs Federal Register on December 18, 2003. Should any portion of this summary conflict with the interim final rule, the language of the interim final rule shall govern. yes d! Notify Parties, silence Send affirmation and updated SSMs at every yes f ie Update National horns, and install signage inventory form to FRA every public xing? Qu Inventory al i at all crossings 4.5-5 yrs no d! yes f ie Notify Parties, silence Update National QZRI < RIWH? Qu horns, and install signage Inventory al i at all crossings no Send affirmation and updated inventory form to FRA every d! 2.5-3 yrs yes f ie QZRI < NSRT? Qu a li QZs established on this basis subject to annual no review ASM use Go to requires FRA Chart 3A approval  Agreement for Professional Services This Agreement is effective as of January 12, 2018, between the Village of Little Chute (Client) and Short Elliott Hendrickson Inc. (Consultant). This Agreement authorizes and describes the scope, schedule, and payment conditions for Consultant’s work on the Project described as: Completion of a Quiet Zone study to evaluate the feasibility of implementing a quiet zone along the existing Canadian National mainline corridor within the Village limits of Little Chute. This effort will include a traffic count and a presentation of the findings to the Village staff. Client’s Authorized Representative: Mr. James Fenlon Address: 108 W. Main Street Little Chute, WI 54140 Telephone: 920.423.3850 0 email: james@littlechutewi.org Project Manager: Mr. Josh Cotter Address: 425 West Water St #300 Appleton, WI 54911 Telephone: 651.765.2917 email: jcotter@sehinc.com Scope: The Basic Services to be provided by Consultant as set forth herein is provided subject to the attached General Conditions of the Agreement for Professional Services (General Conditions Rev. 07.14.16), which is incorporated by reference herein and subject to Exhibits attached to this Agreement. Task 1 – Quiet Zone Study • Create existing condition exhibits for each crossing; • Compile information to be reviewed and discussed at the diagnostic meeting; • Interview Stakeholders to acquire information regarding the applicable the crossings; and • Determine approximate existing corridor risk index. • Confirm relevant data within the applicable US DOT Crossing Inventory Forms; • Meet with the Village prior to Diagnostic meeting to discuss crossing information; • Coordinate, Schedule and Conduct a diagnostic field review with the; FRA, WisDOT, OCR, Village, County and CN at all 8 crossings (seven public and one private); and • Compile a diagnostic meeting summary memo. Subtotal: $9,600 Task 2 – Highway Traffic Count • Traffic count data for all 7 public grade crossings • Update existing corridor risk index Subtotal: $2,950 Task 3 – Report & Village Board Presentation • Develop up to three quiet zone risk scenarios for each crossing; • Evaluate risk for each proposed scenario; • Evaluate impacts of proposed improvements to adjacent roads, trails, and development plans; • Prepare preliminary cost estimates for the recommended improvements; and • Evaluate phasing options. • Conference call with Village prior to presentation to discuss crossing options; Short Elliott Hendrickson Inc. Letter Agreement - 1 the Village of Little Chute (Rev. 07.14.16)  • Deliver a presentation of results to Village staff or Board; and • Prepare a written report to summarize; the train rule, the completed analysis for each crossing, select recommended options for each crossing, and a discussion of the next steps. Subtotal: $12,400 Schedule: The anticipated project duration is 120 days. Payment: A retainer in the amount of $0 will be paid in advance of Consultant starting work and will be applied to the final invoice(s). The lump sum fee is $9,600 for Task 1, $2,950 for Task 2 and $12,400 for Task 3; for a project total of $24,950, including travel expenses and traffic counting equipment. The payment method, basis, frequency and other special conditions are set forth in attached Exhibit A-2. This Agreement for Professional Services, attached General Conditions, Exhibits and any Attachments (collectively referred to as the “Agreement”) supersedes all prior contemporaneous oral or written agreements and represents the entire understanding between Client and Consultant with respect to the services to be provided by Consultant hereunder. In the event of a conflict between the documents, this document and the attached General Conditions shall take precedence over all other Exhibits unless noted below under “Other Terms and Conditions”. The Agreement for Professional Services and the General Conditions (including scope, schedule, fee and signatures) shall take precedence over attached Exhibits. This Agreement may not be amended except by written agreement signed by the authorized representatives of each party. Other Terms and Conditions: Other or additional terms contrary to the General Conditions that apply solely to this project as specifically agreed to by signature of the Parties and set forth herein: None. c:\users\jcotter\desktop\active pursuits\little chute\proposal\to little chute\letter agreement.docx Short Elliott Hendrickson Inc. the Village of Little Chute By: By: Trevor M. Frank Title: Regional Practice Center Leader Title: Short Elliott Hendrickson Inc. Letter Agreement - 2 the Village of Little Chute (Rev. 07.14.16)  Exhibit A-2 to Agreement for Professional Services Between The Village of Little Chute (Client) and Short Elliott Hendrickson Inc. (Consultant) Dated January 12, 2018 Payments to Consultant for Services and Expenses Using the Lump Sum Basis Option The Agreement for Professional Services is amended and supplemented to include the following agreement of the parties: A. Lump Sum Basis Option The Client and Consultant select the Lump Sum Basis for Payment for services provided by Consultant. During the course of providing its services, Consultant shall be paid monthly based on Consultant’s estimate of the percentage of the work completed. Necessary expenses and equipment are provided as a part of Consultant’s services and are included in the initial Lump Sum amount for the agreed upon Scope of Work. Total payments to Consultant for work covered by the Lump Sum Agreement shall not exceed the Lump Sum amount without written authorization from the Client. The Lump Sum amount includes compensation for Consultant’s services and the services of Consultant’s Consultants, if any for the agreed upon Scope of Work. Appropriate amounts have been incorporated in the initial Lump Sum to account for labor, overhead, profit, expenses and equipment charges. The Client agrees to pay for other additional services, equipment, and expenses that may become necessary by amendment to complete Consultant’s services at their normal charge out rates as published by Consultant or as available commercially. B. Expenses Not Included in the Lump Sum The following items involve expenditures made by Consultant employees or professional consultants on behalf of the Client and shall be paid for as described in this Agreement. 1. Expense of overtime work requiring higher than regular rates, if authorized in advance by the Client. 2. Other special expenses required in connection with the Project. 3. The cost of special consultants or technical services as required. The cost of subconsultant services shall include actual expenditure plus 10% markup for the cost of administration and insurance. The Client shall pay Consultant monthly for expenses not included in the Lump Sum amount. document16 Short Elliott Hendrickson Inc. Exhibit A-2 - 1 The Village of Little Chute (Rev. 10.21.10)