Village Board

AGENDA R PLACE: EGULAR BOARD MEETING Little Chute Village Hall DATE: Wednesday, August 1, 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 July 18, 2018 G. Department and Officers Progress Reports H. Discussion/Action—Creekview Park Playground I. Discussion/Action—Robotic Total Station—Engineering Department J. Action—Board of Trustee Job Description K. Action—Amendment to Trigger Action Sports/CR Structure Site Plan L. Discussion—Update on Microloan for Seth’s Coffee M. Action—Appoint Finance Director N. Operator License Approvals Alvarez, Andrea M’s Bar Neenah Arispe, Connie Van Zeeland Oil Little Chute Braatz, Laura Kwik Trip Little Chute Cummings, Sage Valley Liquor Appleton Dolan, Tyler Kwik Trip Kaukauna Dorn, Laci Kwik Trip Neenah Eiler, Janet Kwik Trip Appleton Humphrey, Megan Kwik Trip Kaukauna Lambert, Wayne Kwik Trip Kaukauna Nussbaum, Sarah Kwik Trip Appleton  Roskom, Judith Kwik Trip Appleton Schwalbach, Sam MotoMart Kaukauna Ver Haagh, Michelle Kwik Trip Little Chute O. Disbursement List P. Call for Unfinished Business Q. Items for Future Agendas R. 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. Economic Development Negotiations b)19.85(1)(c) Consideration of Employment, Promotion, or Performance Evaluation Data of any Public Employee of the Village of Little Chute. Personnel Related Matter S. Return to Open Session T. 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: July 27, 2018  MINUTES OF THE REGULAR BOARD MEETING OF JULY 18, 2018 Call to Order: President Vanden Berg called the Regular Board Meeting to Order at 6:00 p.m. Pledge of 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 Larry Van Lankvelt, Trustee James Hietpas, Trustee John Elrick, Trustee Skip Smith, Trustee Bill Peerenboom, Trustee Roll call of Officers and Department Heads PRESENT: James Fenlon, Village Administrator Jim Moes, Community Development Director Adam Breest, Director of Parks, Recreation and Forestry Kent Taylor, Director of Public Works Chief Meister, Fox Valley Metro Police Department Steve Thiry, Library Director Chris Murawski, Engineer Laurie Decker, Village Clerk Tyler Claringbole, Village Attorney Interested Citizens EXCUSED: Teri Matheny, Finance Director Public Appearance for Items Not on the Agenda Eric a Real Estate Agent wanted to let the Board know he has listed a property on Main Street, just west of the Trailer Park for $170,000.00. Other Informational Items—June Fire, FVMPD Monthly Reports and June Report Approval of Minutes Minutes of the Special Board Meeting of July 10, 2018 Moved by Trustee Smith, seconded by Trustee Peterson to Approve the Special Board Meeting Minutes of July 10, 2018 Minutes of the Committee of the Whole Meeting of July 11, 2018 Moved by Trustee Smith, seconded by Trustee Peterson to Approve Committee of the Whole Meeting Minutes of July 11, 2018 Action—Adopt Ordinance No. 9, Series 2018 Vosters Annexation Ordinance Director Moes advised this Ordinance has been approved by the Plan Commission to be zoned as commercial and is recommending approval by the Board Moved by Trustee Elrick, seconded by Trustee Van Lankvelt to Adopt Ordinance No. 9, Series 2018 Vosters Annexation Ordinance Ayes 7, Nays 0 – Motion Carried Adopt Resolution No. 21, Approving an Amendment to the Project Plan and Boundaries of Tax Incremental District No. 6, Village of Little Chute, Wisconsin Phil Cosson from Ehlers went over documents for an amendment to TID 6, Mixed use District TID 7 and Downtown Redevelopment District, TID 8. Moved by Trustee Van Lankvelt, seconded by Trustee Elrick to Approve an Amendment to the Project Plan and Boundaries of Tax Incremental District No. 6, Village of Little Chute, Wisconsin Ayes 7, Nays 0 – Motion Carried Adopt Resolution No. 22, Approving the Project Plan and Establishing the Boundaries for the Creation of Tax Incremental District No. 7, Village of Little Chute, Wisconsin Moved by Trustee Van Lankvelt, seconded by Trustee Elrick to Approve the Project Plan and Establishing the Boundaries for the Creation of Tax Incremental District No. 7, Village of Little Chute, Wisconsin Ayes 7, Nays 0 – Motion Carried Adopt Resolution No. 23, Approving the Project Plan and Establishing the Boundaries for the Creation of Tax Incremental District No. 8, Village of Little Chute, Wisconsin Moved by Trustee Van Lankvelt, seconded by Trustee Elrick to Approve the Project Plan and Establishing the Boundaries for the Creation of Tax Incremental District No. 8, Village of Little Chute, Wisconsin Ayes 7, Nays 0 – Motion Carried Adopt Resolution No. 24, CSM for Steel Heart LLC Moved by Trustee Elrick, seconded by Trustee Peterson to Adopt Resolution No. 24, CSM for Steel Heart LLC Ayes 7, Nays 0 – Motion Carried Adopt Resolution No. 25, CSM for W&D Krueger Family Moved by Trustee Elrick, seconded by Trustee Van Lankvelt to Adopt Resolution No. 25, CSM for W & D Krueger Family Ayes 7, Nays 0 – Motion Carried Action—Fox Cities Exhibition Center 2019 Municipal Day Moved by Trustee Elrick, seconded by Trustee Smith to Approve the Donation of the Village of Little Chutes free day to the Fox Cities Exhibition Center 2019 Municipal Day Ayes 7, Nays 0 – Motion Carried Action—WEDC Connect Community Renewal for 2018-2019 (FY 2019) Moved by Trustee Peerenboom, seconded by Trustee Elrick to Approve WEDC Connect Community Renewal for 2018-2019 (FY 2019) Ayes 7, Nays 0 – Motion Carried Department and Officers Progress Reports Departments and Officers provided progress reports to the Board Presentation—Fox Valley Metro Police Department Organizational Vision Chief Meister presented documents on his future goals for the FVMPD. Operator License Approvals Berken, Todd Civic Group Appleton Cummings, Derek Valley Liquor Hilbert Gildenzoph, Seth 5th Quarter Appleton Heindl, Christina Ladder House Little Chute Hietpas, Judy Up The Hill Little Chute Hietpas, Steve Up The Hill Little Chute Jansen, Alexandra Gentleman Jacks Little Chute Klister, Mary Jo Walgreens Kaukauna Knutson, Kelly LC Gridiron Little Chute Koehler, Kurtis Hawks Nest Little Chute Lynd, Lisa Trish’s Pop In Kaukauna May, Sharon Walgreens Kaukauna Mickelson, Katie Gentleman Jacks Menasha Orlando, Melanie Rosehill Neenah Petersen, Edward Dwyers Appleton Schoenfelt, Diane Hollanders Kaukauna Spierings, June Dwyers Kimberly Stead-Ajana, Kimie Shell 41 Appleton Stoeger, Trudy Up The Hill Little Chute Thompson, Kristara 5th Quarter Little Chute Tollar, Ezra 5th Quarter De Pere Van De Loo, Cassandra Walgreens Neshkoro Van Wychen, Jacob Pine Street Appleton Vandenhoy, Florence Dwyers Little Chute VanGompel, Lori Gentleman Jacks Little Chute Williams, Scott Moasis Little Chute Winters, Tammy Hawks Nest Neenah Moved by Trustee Smith, seconded by Trustee Elrick to Approve the Operator Licenses as presented Ayes 7, Nays 0 – Motion Carried Disbursement List Moved by Trustee Peerenboom, seconded by Trustee Peterson to Approve the 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 Agendas Trustee Van Lankvelt advised the Board that Johnson Avenue has cars parked on both sides of the road and feels it is a hazard and is proposing parking just on one side of the road. Closed Session a)19.85(1)(e) Wis. Stats. Deliberations or negotiations on the purchase of public properties, investing of public funds or conduction other specific public business when competitive bargaining reasons require a closed session. Development Negotiations Moved by Trustee Smith, seconded by Trustee Van Lankvelt to Enter into Closed Session Ayes 7, Nays 0 – Motion Carried b)19.85(1)(c) Consideration of Employment, Promotion, or Performance Evaluation Data of any Public Employee of the Village of Little Chute. Finance Director Recruitment Moved by Trustee Smith, seconded by Trustee Van Lankvelt to Enter into Closed Session Ayes 7, Nays 0 – Motion Carried Return to Open Session Moved by Trustee Elrick, seconded by Trustee Peterson to Exit Closed Session Ayes 7, Nays 0 – Motion Carried Adjournment Moved by Trustee Elrick, seconded by Trustee Peterson to Adjourn the Regular Board Meeting at 7:51 p.m. Ayes 7, Nays 0 - Motion Carried VILLAGE OF LITTLE CHUTE By: ___________________________________ Attest: Michael R. Vanden Berg, Village President Laurie Decker, Village Clerk  Village of Little Chute Engineering Department REQUEST FOR BOARD'S CONSIDERATION ITEM DESCRIPTION: Robotic Total Station Purchase REPORT PREPARED BY: Christopher L. Murawski, P.E. REPORT DATE: August 1, 2018 ADMINISTRATOR'S REVIEW / COMMENTS: No additional comments to this report ___________________ See additional comments attached ________________________ EXPLANATION: During the past two years the Engineering Department has seen an increased need to replace the Village’s total station survey equipment. This instrument was originally purchased in 2006 and has aged to a point where routine service cannot be provided to obtain the accuracy needed for design and boundary survey work. Because of this, the Engineering Department has rented a one man robotic total station the past two summers to collect field information. This summer the Engineering Department has spent $2,200 in rental fees for project work with an additional $1,100 needed for the remainder of this year. It has also become increasingly more difficult to schedule time for the rental equipment to allow field work to be completed when needed. Because of the Village’s increase demand for the rental robotic total station, the company who supplies this equipment has provided a quote to upgrade the Village’s current Carlson data collector and the purchase of a new Carlson Robotic Total Station for the amount of $19,950. This price includes a $2,000 credit if purchased within 30 days of past equipment rental. The cost for this equipment is expected to increase to approximately $24,000 in 2019. By purchasing before August 9th of this year a cost savings up to $5,100 could be realized as compared to purchasing in 2019. Engineering staff can also benefit by requiring one person to obtain data from the field instead of two for the same amount of information collected. Increased accuracy will allow the Village to complete boundary survey work while having the equipment available when needed. This purchase will also allow the Engineering Department to collect record information after construction more reliably and efficiently for incorporation into the Village’s GIS data base. Currently, the Village has three engineering staff members who are capable of using this equipment without the need of any additional training. After meeting with the Village Finance Director it was determined that this purchase could be funded from the allocated budget for new personnel that had been delayed without risking the ability to hire for the remainder of 2018 calendar year. RECOMMENDATION: It is the recommendation of the Village Engineer to purchase the itemized equipment on the attached quotation form Turning Point Systems Group (minus the Tri-max Standard Screw Clamp Tripod - $295.00) for the total amount of $19,950.00. This would allow the Village of Little Chute to take advantage of the potential savings of $5,100 as compared to a purchase in 2019. $19,950.00  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Village Board Job Description PREPARED BY: James P. Fenlon, Administrator REPORT DATE: July 25, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: ( See Below ) EXPLANATION: Attached to this memo is the proposed job description for the Village Board of Trustees. The document is meant to serve as a guide for this body and future members of the board. It can be amended as presented now or into the future to account for changes in the duties of the Board of Trustees as you see fit. While current board members are experienced and in some cases have served the Village of Little Chute for a considerable amount of time, this may not always be the case in the future. At present, in addition to the Village Municipal Code of Ordinances, the Board of Trustees can rely on Chapter 19 of Wisconsin State Statutes (General Duties of Public Officials) along with Chapter 61 (Functions and Government of Municipalities – Villages) as state guidance when it comes to “rules of the board”. Another source of information for local elected officials is the 300+page “Handbook for Wisconsin Municipal Officials” which is published by the League of Wisconsin Municipalities. If you would like to have copies of these resources, please let the Village Clerk’s office know. If the Board would like to see staff draft a “handbook” for the Board of Trustees as a primer for effective governance, please direct staff to do so. What we would propose is the creation of a “how to” for our local public officials specifically created around the Village of Little Chute. It would seem that it would be a valuable document for the future to create a “Board Member Handbook” specifically for Little Chute. RECOMMENDATION: Adopt the Village Board Job Description. C:\Documents and Settings\jfenlon\Desktop\Village Board and Notes\IFCs 7/25/2018 10:47:45 AM  VILLAGE OF LITTLE CHUTE VILLAGE BOARD JOB DESCRIPTION The Village of Little Chute is a municipality of the State of Wisconsin. The Village Board of Trustees and Village President comprise of the governing body of the Village of Little Chute. The Village of Little Chute has a Village President and six Trustees, all elected at large with three year terms of office. To be elected as a Trustee or President, a candidate must be 18 years of age or older and be a resident of the Village of Little Chute at the time election papers are taken out. The duties, powers and responsibilities of the Board of Trustees are defined by the laws of the State of Wisconsin and the Code of Ordinances for the Village of Little Chute, specifically but not limited to Chapter 2 - Administration1. All Village Board Members are expected to individually contribute to a collaborative effort to set strategic mission goals and make broad policy decisions that support the strategic mission and advance the priorities of the Village. Examples of such activities, include, but are not limited to:  Taking part in the activities of the Board and serving on Standing or Special Committees, Boards and Commissions enumerated in the Code of Ordinances under Chapter 2, Article V2, as appointed by the Village President;  Participating in the process of debate and voting on proposed ordinances, resolutions and motions in Village Board meetings;  Providing oversight and advice to the management of the Village regarding delivery of services while refraining from the delivery, management or administration of daily operations of the Village;  Being responsive to the needs of their constituency through effective communication;  Establishing priorities for the delivery of services through the annual budget and tax levy. Service as a Village Board member is an honor and a trust which compels the office holder to serve the public through use of his or her judgment for the benefit of the public, and binds him or her to uphold the Constitution of the United States, the Constitution of the State of Wisconsin, and to carry out impartially the laws of the Nation, State, County and Village. Village Board members, being representatives drawn from society at large, are recognized to hold different views, values, and loyalties that may result in personal conflict. Personal integrity, courtesy and a willingness to work toward consensus on commonly accepted goals are essential traits as we acknowledge that the Village Board of Trustees’ influence and authority comes from collective action and not from individual action. Village Board Members:  Are dedicated to the democratic ideals of honesty, openness and accountability in all matters involving Village government;  Are willing to accept responsibility for decision-making that can affect many;  Understand the Village’s mission, priorities, challenges, needs and demographics; 1 Chapter 2 of the Little Chute Code of Ordinances - https://library.municode.com/wi/little_chute/codes/code_of_ordinances?nodeId=COOR_CH2AD 2 Chapter 2, Article V of the Little Chute Code of Ordinances - https://library.municode.com/wi/little_chute/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTVBOCOCO  Understand the difference between governance and management and accept that their role is to set policy while management carries out policy;  Understand the importance of distinguishing between personal opinions and Village Board positions when communicating with the public and the media, exert a good faith effort to communicate the full truth about Village matters and avoid structuring information to achieve a personal advantage;  Are good listeners and will speak to issues, but also recognize when discussion must conclude and a decision must be made;  Are committed to building community partnerships;  Actively practice and support stewardship of the Village’s fiscal and natural resources by supporting public policy for the best use of land, water and air consistent with the public interests, community need and a vision for the future and adopt fiscal policies that promote the most effective, efficient and ethical use of public funds;  Perform the duties of their office with fairness and impartiality to build public confidence in government;  Support the principle of equal employment and oppose discrimination in all Village operations;  Strive to seek and consider citizen input; and  Strive for excellence through continuous learning, seek opportunities to acquire skills and knowledge, and dedicate the time necessary to adequately attend to the assignments and duties of the office. Adopted on August ___, 2018  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Site Plan Amendment – Change of Building Materials PREPARED BY: James P. Fenlon, Administrator REPORT DATE: July 25, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: ( See Below ) EXPLANATION: Staff has received a request from the developer of the CR Structure/Trigger Action Sports development to change building materials from previously approved items. The upgrade would replace the previously planned EIFS with an Architectural Metal Panel on the building. The developer views this change as an upgrade to the façade and indicated that it was an increase to the project of an additional $54,000. Attached to this memo is an overview of what that finish would look like. We requested a sample to show you at the meeting. RECOMMENDATION: Approved the proposed changes. C:\Documents and Settings\jfenlon\Desktop\Village Board and Notes\IFCs 7/25/2018 2:51:41 PM  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Micro Business Loan Update: Seth’s Coffee PREPARED BY: James P. Fenlon, Administrator REPORT DATE: July 25, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: ( See Below ) EXPLANATION: In August of 2015, the Board of Trustees approved a microloan for Seth’s Coffee for $24k. For detail, $15k of the loan was for an upgraded espresso machine and the other $9k was for an addition to the rear of the business for a deck. At the time, the business owner requested to utilize just $15k instead of the entire amount and revisit the deck addition when it made better sense for the business. Seth’s Coffee has worked with staff and the Design Review Board on the deck addition over the past few weeks. This update is just to keep you apprised as to the status of the loan. At this time, Legal Counsel has drafted the additional documentation and paperwork so that he remainder of the loan can be disbursed. RECOMMENDATION: Discussion/Update - Not action needed. C:\Documents and Settings\jfenlon\Desktop\Village Board and Notes\IFCs 7/25/2018 3:05:21 PM