Village Board

AGENDA LITTLE CHUTE VILLAGE BOARD COMMITTEE OF THE WHOLE MEETING PLACE: Little Chute Village Hall DATE: Wednesday, March 14, 2018 TIME: 6:00 p.m. A. Call to Order B. Roll Call C. Public Appearance for Items Not on the Agenda 1. Approval of Minutes Minutes of the Regular Board Meeting of March 7, 2018 2. Discussion—Pool Study 3. Action—Approve Cheesefest Special Event Permit 4. Discussion—EAB Long Term Plan 5. Action—Notice of Redirection of 2% PAC Room Tax 6. Action—FVMPD PPA Side Agreement 7. Unfinished Business 8. Items for Future Agendas 9. 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 or email laurie@littlechutewi.org. Prepared: March 9, 2018  MINUTES OF THE REGULAR BOARD MEETING OF MARCH 7, 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 David Peterson, Trustee Skip Smith, Trustee Larry Van Lankvelt, Trustee Bill Peerenboom, Trustee John Elrick, Trustee James Hietpas, Trustee Roll call of Officers and Department Heads PRESENT: James Fenlon, Village Administrator Tyler Claringbole, Village Attorney Teri Matheny, Finance Director Jim Moes, Community Development Director Adam Breest, Director of Parks, Recreation and Forestry Laurie Decker, Village Clerk Chris Murawski, Engineer Captain Scott Lund, Fox Valley Metro Police Department Interested Citizens EXCUSED: Steve Thiry, Library Director Public Appearance for Items Not on the Agenda None Approval of Minutes Minutes of the Regular Board Meeting of February 21, 2018 Moved by Trustee Smith, seconded by Trustee Peterson to Approve the Minutes of the Regular Board Meeting of February 21, 2018 Ayes 7, Nays 0 – Motion Carried Public Hearing—2018 Public Improvement Projects—Hayes Street, Wilson Street and Daytona Lane Moved by Trustee Smith, seconded by Trustee Van Lankvelt to enter into Public Hearing Ayes 7, Nays 0 – Motion Carried Engineer Murawski presented documentation for the 2018 Utility and Street Reconstruction Projects for Hayes Street, Wilson Street and Daytona Lane. Engineer Murawski introduced Laura Braatz, Administrative and Kurt Geiger, Staff Engineer, and advised they will be available to help with questions in the Community Room following the presentation. Engineer Murawski went over questions frequently asked regarding Construction and Special Assessments and how the Village of Little Chute decides Street Improvement Projects. Engineer Murawski advised the time frame will be approximately 20 weeks depending on project complexity and weather. Engineer Murawski also went over the projected cost of the project but a final cost will not be available until after the bids are received. A question was asked on how wide the street on Hayes will be, Staff Engineer Geiger advised that Hayes & Wilson Streets are being reduced by 3 feet and Daytona will be reduced by 8 feet. Administrator Fenlon advised there was an informational meeting and residents were more concerned with keeping costs down and the Board and Staff agreed narrowing the streets is the best solution to keep the cost and maintenance down. A resident asked if the Village could make a variance during construction to allow residents to use the bike lane for parking. Administrator Fenlon advised that Staff and Fox Valley Metro will -1- look into this request. A question was asked about the water lateral replacement with lead pipes and how soon the homeowner will know if they have lead pipes, Engineer Murawski was told that the Water Department should have sent notices to the houses with lead pipes but can’t guarantee they won’t find more. A resident asked if anything needs to be prepped on the inside of their house, Engineer Murawski advised that it would help if you clear the area inside just in case they need to get in. Administrator Fenlon thanked the residents for their input. Action—Adopt Resolution No. 5, Series 2018 Amending the Final Special Assessment/Hookup Fees for Special Assessments on Harvest Trail Moved by Trustee Elrick, seconded by Trustee Van Lankvelt to Adopt Resolution No. 5, Series 2018 Amending the Final Special Assessment/Hookup Fees for Special Assessments on Harvest Trail Ayes 7, Nays 0 – Motion Carried Action—Adopt Resolution No. 6, Series 2018 Amending Resolution No. 1, Series 2001 Regarding Polling Sites for All Elections Held in the Village of Little Chute Moved by Trustee Elrick, seconded by Trustee Peterson to Adopt Resolution No. 6, Series 2018 Amending Resolution No. 1, Series 2001 Regarding Polling Sites for All Elections Held in the Village of Little Chute Ayes 7, Nays 0 – Motion Carried Action—Adopt Resolution No. 7, Series 2018 A Preliminary Assessment/Hookup Fee Resolution Declaring the Intent to Exercise Special Assessment Powers for Hayes Street, Wilson Street and Daytona Lane Moved by Trustee Elrick, seconded by Trustee Smith to Adopt Resolution No. 7, Series 2018 A Preliminary Assessment/Hookup Fee Resolution Declaring the Intent to Exercise Special Assessment Powers for Hayes Street, Wilson Street and Daytona Lane Ayes 7, Nays 0 – Motion Carried Action—Adopt Resolution No. 8, Series 2018 Authorizing the Execution and Delivery of Documents Relating to the Fox Cities Exhibition Center Project No Action Taken, will be reviewed at a later date Action—Adopt Ordinance No. 2, Series 2018, An Ordinance Amending Chapter 34 Public Utilities by Creating Section 34-60 of the Village of Little Chute Municipal Code Regarding Lead Water Laterals Moved by Trustee Smith, seconded by Trustee Elrick to Adopt Ordinance No. 2, Series 2018, An Ordinance Amending Chapter 34 Public Utilities by Creating Section 34-60 of the Village of Little Chute Municipal Code Regarding Lead Water Laterals Ayes 7, Nays 0 – Motion Carried Action—Adopt Ordinance No. 3, Series 2018 An Annexation Ordinance Adopted by the Village Board of Trustees Annexing Territory from the Town of Vandenbroek Where No Electors Reside in the Territory Presented by Director Moes and approved by the Plan Commission and by the Land Owners and is recommending Board approval. Moved by Trustee Elrick, seconded by Trustee Smith to Adopt Ordinance No. 3, Series 2018 An Annexation Ordinance Adopted by the Village Board of Trustees Annexing Territory from the Town of Vandenbroek Where No Electors Reside in the Territory Ayes 7, Nays 0 – Motion Carried Department and Officers Progress Reports Action—Amend 2019 CIP Moved by Trustee Elrick, seconded by Trustee Smith to Amend 2019 CIP as presented. Ayes 7, Nays 0 – Motion Carried -2- Discussion—Civic Center Renovation Overview Administrator Fenlon went over the renovations for the Civic Center and the cost is included in the 2018 budget. Renovation would begin after the August 14th Election. Administrator Fenlon also advised that as much work as possible will be done in house to keep costs down. Trustee Peerenboom asked if gates could be installed in the Civic Center entrance to be able to use restrooms when there are public functions. Discussion—Wayfinding 2018 Director Breest went over the continued efforts to update our current signs. The goal is to guide residents to all Village amenities. The funding for this project is planned to be paid through the Village room tax. Trustee Elrick commented that he would like to see the sign on Walgreens done also and asked about if the signs would be put out for bids, Director Breest replied that it is his intention to get bids from a few companies. Discussion—Downtown Business Incentive & Targeted Business Administrator Fenlon went over ideas for discussion so staff can craft a program and application that would initiate a formal program for Downtown Efforts: Business Rent Incentives and Targeted Business. Trustee Smith asked if staff is aware of availability, and Administrator Fenlon replied that yes, they are aware of what is available. Trustee Peerenboom was concerned about locking this incentive to downtown only. Trustee Elrick asked about the type of businesses and wondered about the Health Care and Medical Services; Director Moes replied that there is room for smaller medical services, such as a Chiropractor or Podiatrist to draw people to the downtown area. Discussion—Downtown Sign Grant Administrator Fenlon is asking for discussion on a formal program to present a Sign Grant Initiation for the Downtown area for businesses to replace or for new signs to upgrade the look of the downtown area. Committee and Commission Appointments Moved by Trustee Elrick, seconded by Trustee Smith to Approve the Appointment of President Vanden Berg to the Exhibition Center Board Ayes 7, Nays 0 – Motion Carried Disbursement List Moved by Trustee Peerenboom, seconded by Trustee Peterson to Approve Disbursement List and Authorize the Finance Director to pay all vendors Ayes 6, Abstained 1(Elrick) Nays 0 – Motion Carried Call for Unfinished Business None Items for Future Agendas None Closed Sessions: a)19.85(1)(c) Consideration of Employment, Promotion, or Performance Evaluation Data of any Public Employee of the Village of Little Chute. Personnel—Compensation & Job Description Realignment Moved by Trustee Smith, seconded by Trustee Elrick to Enter into Closed Session at 8:24 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 9:02 p.m. Ayes 7, Nays 0 - Motion Carried -3- Action—Updated Compensation & Job Descriptions No Action Taken Adjournment Moved by Trustee Elrick, seconded by Trustee Peterson to Adjourn the Regular Board Meeting at 9:02 p.m. Ayes 7, Nays 0 - Motion Carried VILLAGE OF LITTLE CHUTE By: _______________________________________ Attest: Michael R. Vanden Berg, Village President Laurie Decker, Village Clerk -4-  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Doyle Park Pool PREPARED BY: Adam Breest, Parks, Recreation, & Forestry Director REPORT DATE: March 9, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: No additional comments to this report: ______________________________ See additional comments attached: _________________________________ EXPLANATION: On December 6, 2017 the Village Board was presented with the results of the Doyle Park Pool Survey. UW-River Falls was hired to construct a survey and the compile results. The survey was mailed to 1,070 randomly selected households within the Village of Little Chute. 474 reusable surveys were received resulting in a 95% confidence level that the results of the survey reflect the general publics opinion of the Doyle Pool. The results of the question for determining the future of the pool was as follows: Run Existing Pool to end of life span and eliminate – 22% Remodel Existing Pool at Doyle – 30% Build new pool at Doyle – 30% Build a new pool at a different site – 18% The Village Board then requested that the Park Planning Committee give their recommendation on the future of the pool utilizing the survey and previous two pool studies as a guide. The key questions that the Park Planning Committee tackled are listed with staff and Park Planning’s recommendations. Determine a New Pool vs Remodel vs New Pool New Site The Park Planning Committee recommended building a new pool at Doyle Park. Features Desired at a New Pool The Park Planning Committee recommended building a zero-depth entry, a shallow diving well, a slide, a lazy river, and a splash pad. Splash Pad or No Splash Pad The Park Planning Committee recommended providing a splash pad within the pool foot print. Costs of other splash pads are listed below. Splash Pad Cost Estimates: We have roughly 2500 - 3000 sqft of room for a splash pad • City of Blythe - $250,000 – 2500 sqft • City of Bullhead - $200,000 – 3000 sqft • City of Sandusky - $180,000 – 1600 sqft • Village of Windsor - $490,000 – 2704 sqft • City of Portage - $130,000 – 2500 sqft • City of Fitchburg - $250,000 – 3949 sqft Amount Willing to Spend and What Year to Build The Park Planning Committee opted to let the board decide the year and the amount willing to spend during the budget process. The cost of the new pool at Doyle Park as estimated in 2016 was $3,976,804. Staff would recommend that we include the pool the upcoming CIP so we can better plan. Phasing a New Pool I do not believe that through this process we should close the pool down for a full season. Other projects such as Erb Pool and the City of Hartford opted to close their pools in mid-July to begin construction. Then the following year they opened in mid-July for the remainder of the year once construction was complete. We could potentially perform a 2 year phasing plan. We could investigate building a new bathhouse and doing some site improvements one year and then the following year do the pool and maintenance room. Capital Campaign The Park Planning Committee also recommended not performing a capital campaign. Through my investigation I came across the cost to hire a company to assist with the capital campaign process. The City of Hartford went through this process in the last 5 years for their new outdoor pool. The total cost for the fundraiser was roughly $90,000. They were able to fundraise 2.3 million dollars. The process initially involved an assessment study by the firm to determine if there was a strong case for a campaign and to determine the potential amount of fundraising dollars that might be obtained. That initial process was $5,000. Actions Going Forward 1. As staff we first need to know the direction that the board would like to go. Based off of the survey from 2017 and Park Planning Committee’s recommendation the board needs to decide if we are to proceed with planning for a pool at Doyle Park, a pool elsewhere, or begin planning for the elimination of the pool in the future. 2. If the board decides to keep a pool in Little Chute the next step would be to determine the cost that we are willing spend and the year that we would like to plan for. 3. Determine if we are going to put together a community fundraiser to fund a portion of the project. Once the questions above are answered, staff can then begin to develop an outline of the steps that will be required to meet the date, funding level, pool design/site, etc. ATTACHMENTS: 2016 Ramaker and Associates Pool Study Scheme B cost estimates & Site Plan, 6 sample Splash Pad Designs, and 2010 Cost Estimate RECOMMENDATION: Provided for discussion and direction so that staff can create a timeline and plan of action for the pool.  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: EAB Management Plan PREPARED BY: Adam Breest, Parks, Recreation, & Forestry Director REPORT DATE: March 9, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: No additional comments to this report: ______________________________ See additional comments attached: _________________________________ EXPLANATION: In August of 2012, the Parks, Recreation, & Forestry Department hired Ranger Services Inc. to draft an Emerald Ash Borer (EAB) Ordinance and Manual Review and craft a Readiness and Response Plan. To date the department has removed ash trees from village terraces when they are dead, dying, diseased, or if a resident calls and requests removal due to sidewalk lifting. Beginning this year and for the next 10 years the department would like to craft a more active plan in removing ash trees from our village terrace. In 2008 the village hired Wachtel Tree Science and Service to perform an inventory on all village owned and maintained trees. This inventory included all public land, parks, and street terraces. In 2008 the ash tree population in the village accounted for 25.6% of our total tree population or 752 trees. Since the 2008 inventory it is estimated that the village has removed 99 ash trees. This brings the population down to 653 trees or roughly 24%. The department has two large projects it needs to focus on to continue to improve the tree population on village property. These include updating the 2008 tree inventory and implementing a more aggressive approach with EAB. The department is currently working on investigating options to update the tree inventory in-house. The cost to hire a company such as Wachtel Tree Science and Service to update our inventory would be $18,000 - $20,000. It will take longer, but we believe there are options to update our inventory slowly in-house over the next 2 years. In regards to EAB and the ash tree population the departments recommendation is to create a 10-year plan for removal and replanting. It was estimated in 2012 that it would take $247,640 to remove all the ash trees and replant. I propose that we begin to develop a plan that will do this over the next 10 years to make it more financially feasible. I would like to begin with removal this spring if we can acquire a grant through the WI DNR and the local Regional Planning Commissions. A grant program was just released this spring requiring a 25% match. The department would shift funding within the operating budget so it could remove more trees through operating expenses and then utilize the grant for tree replacement and plantings. The grant requires a resolution from the village on the intent to utilize the grant funding. This resolution is planned to be presented for approval at the March 21 Regular Board meeting. In future years the plan would be to remove ash trees and if terraces are wide enough for trees to be replanted then the village would offer to plant a tree back in the terrace space. There are some terraces that are only 2-4 feet wide that may not be suitable to have trees replanted. These terraces would simply be restored with top soil and seed. A more detailed plan for the next 10 years will be presented during the budget process. RECOMMENDATION: Discussion so staff can plan for grant request that is due in April.  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: FVMPD PPA Side Agreement: Uniform Allowances PREPARED BY: James Fenlon, Administrator REPORT DATE: March 9, 2018 EXPLANATION: Over the past six to eight week, staff has been working with the Professional Police Association on creating a streamlined process for uniform reimbursement. Under the current contract, this effort reads as follows: ARTICLE X - CLOTHING ALLOWANCE Section 10.01: Each officer must purchase his/her complete uniform and will be paid only upon receipt for clothing, equipment or footwear purchased, cleaned, or repaired, up to $525 per calendar year. With the approval of the Chief of Police, the employer will pick up the repair or replacement cost of uniforms, meaning clothing, if the officer does damage while in the performance of his/her duty. Each officer who begins employment during the year will be eligible to receive up to a $700 clothing allowance, prorated from his/her starting date until the end of the calendar year and will be allowed an advance on the next calendar year clothing allowance. All officers may carry the uniform allowance from one year to the next, however the total amount held over is capped at, and shall not exceed, $1050.00. The Village reserves the right to determine the serviceability of equipment. Under the new agreement, there would be no reimbursement, just an annual allotment paid in February. This is beneficial for the village’s in the following ways: - While more costly, the time saved in processing receipts will allow staff to focus on other efforts. - There is no longer the need to track annual reimbursements or any carryover. - Determining the tax eligibility is no longer required (uniform versus civilian attire). This change would become the standard in subsequent contracts. Finally, staff supports approval of the agreement for the efficacy of administration and execution of the contract. RECOMMENDATION: Approve the attached Memorandum of Understanding (MOU) or “Side Agreement” with the Fox Valley Metro Professional Police Association.