Village Board

AGENDA R PLACE: EGULAR BOARD MEETING Little Chute Village Hall DATE: Wednesday, December 19, 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. Other Informational Items—November Fire Monthly Report and November Report G. Approval of Minutes Minutes of the Committee of the Whole Meeting of December 12, 2018 H. Department and Officers Progress Reports I. Action—Adopt Resolution No. 40, Series 2018, Authorizing the Purchase of Land from Colette Kampo J. Action—Set Public Hearing on January 16, 2019 for the Amendment to the Little Chute Design Manual K. Action—Award Bids for 2019 Utility Contracts L. Action—Adopt Resolution No. 41, Series 2018, Amendment to Fox Valley Metro 2018 Budget M. Action—2018 Audit Engagement Agreement N. Discussion—Outagamie County Highway Department O. Discussion/Action—Parking Violations Proposal P. Action—2019 Meeting Calendar Q. Disbursement List R. Call for Unfinished Business S. Items for Future Agendas T. Closed Sessions: 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 Discussion 19.85(1)(c) Consideration of Employment, Promotion, or Performance Evaluation Data of any Public Employee of the Village of Little Chute. 2018 Personnel Evaluations U. Return to Open Session V. 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: December 14, 2018  LCFD Incident Report November 2019 Number of responses: 16 Last years: 15 YTD: 158 11/03/2018 09:55 Vegetation fire reported along I-41 under County Road CC overpass, found a homeowner in the Town of VandenBroek with a controlled burn. 11/05/2018 17:09 Accident cleanup @ North Avenue & Washington Street 11/07/2018 07:38 Alarm sounding @ Outagamie County 1313 Holland Road Building 8106 (Z12), issue with system 11/07/2018 08:42 Alarm sounding @ Outagamie County 1313 Holland Road Building 8106 (Z12, same issue as above 11/11/2018 16:59 Possible structure fire @ O’Reilly’s Auto Parts 1998 E. Main Street, odor of electrical fire, nothing found (burnt out transformer). 11/12/2018 17:56 Alarm sounding @ Windgate Terrace 3635 Cherryvale Avenue, found a hot water heat line severed creating steam and causing the alarm to trigger 11/13/2018 18:03 Worker caught in a machine assist with landing zone for Thedastar @ Heartland Business Systems 1700 Stephen Street 11/14/2018 05:42 Possible structure fire @ Weenies Still 515 Grand Avenue found smoke from a wood burner was the issue 11/15/2018 07:50 Odor of natural gas near the intersection of Holland Road & North Avenue, WE Energies was working on the transfer station- no issues 11/16/2018 08:32 Auto Accident rollover I-41N north of Freedom Road 11/18/2018 15:14 Alarm sounding @ 830 E. Elm Drive, found a wash machine on the 2nd level smoking due to being overloaded 11/19/2018 02:10 CO alarm sounding @ 38 Adams Way, found no issues 11/19/2018 14:42 Radiator fluid cleanup I-41N south of Holland Road, semi tractor had a leak 11/20/2018 21:43 CO alarm sounding @ 522 W. Elm Drive investigated & found high levels in the garage portion, occupants had run a riding mower shortly before 11/23/2018 20:56 Boiler fire @ 305 Franklin Street, found a fire in one of the boilers, also had high CO levels throughout the two units. 11/23/2018 22:25 Smoke & flames visible @ 305 Franklin Street, smoke and flames was from a pit fire near the previous call, LCFD advised them to extinguish VILLAGE OF LITTLE CHUTE MONTHLY REPORT – NOVEMBER 2018 November 2018 Village Administrator Report to the Board of Trustees Submitted to the Village Board of Trustees and the residents of Little Chute is a report of the various departments of the Village. The information contained herein is intended to keep the Board and public apprised of their government at work.  Village of Little Chute Monthly Report – November 2018 VILLAGE OF LITTLE CHUTE MONTHLY REPORT – NOVEMBER 2018 The information in this report is meant to provide a snapshot of Village operations for the month preceding. The goal is to provide statistics and measures that can be analyzed and viewed over time. These reports will be reported to the Board on a monthly basis. The reports will be added to the official files of the Village of Little Chute and be published on the Village’s website at www.littlechutewi.org. As we continue this effort, the style and metrics will be fine-tuned to better capture operational aspects that will serve staff, the board and public with a more robust understanding of operations. Ultimately, this information can be used to assist in policy and fiscal decisions on the future of Village operations. Depar tment Overview The report will track monthly activities for the following: • Village Administrator • Clerk • Community Development • Finance Department • Fox Valley Metro Police Department • Kimberly/Little Chute Library • Parks, Recreation and Forestry Department • Department of Public Works • Engineering Department Questions or Comments Should you have questions or comments with the information contained herein, please contact the Village Administrator: James P. Fenlon Village Administrator 108 W. Main Street Little Chute, WI 54140 920-423-3850 james@littlechutewi.org  Village of Little Chute Monthly Report – November 2018 Village Administrator HIGHLIGHTS • On November 28, 2018, the Village Board held a hearing in order to officially adopt the 2019 Budget. The budget was passed unanimously by the Board of Trustees. • The Village Board approved a rezoning recommendation from the Plan Commission along Kelly Street, approved a development Agreement with Faith Technologies for a new manufacturing facility, and took other efforts related to the 2019 budget with regards to fees. • Continued work with a number of industrial and commercial developers regarding future opportunities in the Village of Little Chute. • Worked with staff and the Utility Commission to see that the each Utility had an effective budget in place for approval for 2019. • The village closed on a façade improvement loan with Mary and Lyle Thiel at 820 Madison Street. • Participated in the Kiwanis Christmas Parade with the Village President. • Worked with Department Heads and the Board of Trustees on the finalization of the 2019 budget. • Celebrate employees who are celebrating milestone anniversaries working with the Village of Little Chute. TOP PRIORITIES FOR DECEMBER • Work with staff and the Board to approve a number of site plans for ID Park expansions. In addition, the Board will be taking action on a significant industrial development opportunity. • Continue to work on numerous development opportunities across the village and finalize a number of documents related to those developments, including CSMs, rezoning and development agreement review/adoption. • Work with the Village’s auditors to have a presentation for the Board of Trustees on the 2017 Comprehensive Annual Financial Report and audit. • Host a year in review all hands meeting with all staff and host the 2018 Christmas employee luncheon. • Finalize a number of efforts related to operations, strategic planning and get the 2019 schedule in front of the Board of Trustees. • Finalize all employee/department head personnel evaluations and report the results to the Board of Trustees.  Village of Little Chute Monthly Report – November 2018 Clerk HIGHLIGHTS The results are in! November’s election ended with 79% of our total registered voters coming in to exercise their right to vote, an astounding number of participants. The Winter Newsletter is finished and will be sent to the printers in early to mid-December. It takes a coordinating effort to ensure that our residents receive the most accurate and up to date information possible including the newest adopted budget, personnel changes, initiatives and important information on Holiday hours, tax payments, safety reminders and even a look back on 2018’s greatest events. Visit http://www.littlechutewi.org and click on the Newsletter on the home page for more information. • Facilitate the November 6th election • Enter all election day registrations into our WisVote system • Organize and deliver all election materials and ballots • Complete recording of results to county • Finish the Winter Newsletter • Complete social media postings and tracking • Agendas and Minutes for 5 meetings • Maintenance reports • Supply/calendar ordering • Operator and Solicitor licensing • Village Hall and Civic Center scheduling TOP PRIORITIES FOR DECEMBER • Proof/finalize Winter Newsletter and send to print for distribution • Plan and facilitate the holiday party • Close out election with County and State • Agendas and Minutes for 5 meetings • Schedule access for special events and meetings • Maintenance reports • Social media and website monitoring/posting/tracking • Order supplies • Room rentals for Civic Center and Village Hall • Operator and Solicitor licensing  Village of Little Chute Monthly Report – November 2018 CLERK’S OFFICE DATA FOR NOVEMBER  Village of Little Chute Monthly Report – November 2018 Community Development HIGHLIGHTS • Met with Commercial Developers regarding sites and TIF in village. • Continued Inspections of homes, apartments, schools and commercial projects. • DOR annual assessors meeting at NWTC • Met with consultants regarding building and subdivision projects. • Attended ECWRPC Smart Communities, Smart Corridors meeting in Neenah • Attended and assisted Plan Commission with numerous items. TOP PRIORITIES FOR DECEMBER • Meet with builders and owners about upcoming commercial projects. • Meet with developers regarding new projects. • Attend Design Review Meetings. • Continued Inspections of homes, apartments, schools and commercial projects. • Assist developers and engineers with zoning requirements. • Pre con meetings for new subdivision. • LCBA monthly meeting.  Village of Little Chute Monthly Report – November 2018 COMMUNITY DEVELOLOPMENT NOVEMBER DATA Community Development Department 2018 Permit Data November-18 2018 TOTALS 2017 TOTALS Permits Issued 46 594 644 Property Complaints 4 53 37 Property/Field Inspections 80 836 1067 Letters Sent 0 0 Action Corrected 1 39 21 Referred for Action 6 0 Ongoing 3 14 16 Community Development Department 2018 Permit Data November-18 2018 TOTALS 2017 TOTALS Permits Issued 46 594 644 Permit Fees $15,600 $226,930 $114,330 Permit Value $402,082 $41,451,120 $35,708,279  Village of Little Chute Monthly Report – November 2018 HIGHLIGHTS • 4,045 Utility Bills created and 699 ACH payments processed by Finance Department. • 53 Service Orders (Final Reads, High/Low Reads, Meter Installations) for Utility Billing created and coordinated with MCO. • 662 Ratepayers opted out of postcard billing and 1,083 ratepayers utilized PSN for payments through November, 2018. • 0 Landlord Notices were mailed for tenant delinquency notification, rather, 483 tax cert notices were sent to owners and 252 tax cert notices were sent to landlords. • Finalized 2017 Audit. • Finalized the 2019 Budget. • On-boarded the new Accounting/Payroll Clerk. TOP PRIORITIES FOR DECEMBER • Distribute 2019 budget binders to Village Board and staff. • Submit pertinent budgetary and levy paperwork to the State and County. • Finalize and mail tax bills. • Begin year-end preparation for auditors.  Village of Little Chute Monthly Report – November 2018 FINANCE DEPARTMENT NOVEMBER DATA  Village of Little Chute Monthly Report – November 2018 HIGHLIGHTS ADMINISTRATION • With the change of the both villages crossing guards coming back to Metro at the start of the new year, we are expecting a smooth/seamless transition. We are planning a meeting with the crossing guards sometime in December to go over the logistics of this change. FACILITIES • If you have been to the police dept. lately you may have noticed some changes to our lobby. We have a video screen that now serves as sort of an informational kiosk. The screen has a looped slide show that presents a variety of information to the public while they might be waiting in our lobby. • Just want to remind everyone that we now have a secure, medication disposal box in our lobby. The box was free through a grant from CVS Pharmacies. To date, we have collected over 20 lbs. of unwanted medications in the box. FLEET • The new squad cars have had their graphics installed. Two noted changes would be the inclusion of an America Flag on the rear, sides and the incorporation of both villages’ logos on the rear lift gate. I would also note that new squads are solid black in color vs. the dark blue that we currently have. PATROL • Winter parking restrictions are now in effect. Officers issued about 30 parking citation this past weekend. INVESTIGATIONS • Numerous drug complaints were investigated by Metro while working cooperatively with the Lake Winnebago Area Metro Drug Unit. • Our investigator has conducted multiple digital forensic evidence extractions from various personal electronic devices and computers related to several child porn/child enticement cases. TRAINING AND SPECIAL EVENTS • Officer Jaimie Coonen has completed field training and is now on solo patrol. • Metro officers assisted with the Little Chute Christmas Parade and also conducted extra patrol for the Kimberly Christmas at the Pond event. • On Saturday the 1st, several Metro officers and myself attended the Christmas Lights of Wisconsin event at the Fox Cities Stadium. Area law enforcement personnel helped to stuff bags with various items that are to be handed out to less fortunate people in the area. We also receive about $3,000.00 in various shopping cards to be handed out. • We are also selling calendars at the PD from this program. Area law enforcement agencies are represented during each month on the calendar. Metro is featured in November of 2019. Calendars are $20.00 each. I have intentionally darkened the photo of our department in the hopes of enticing more of you into purchasing the calendar to see our photo.  Village of Little Chute Monthly Report – November 2018 FVMPD NOVEMBER DATA  Village of Little Chute Monthly Report – November 2018 Kimberly/Little Chute Joint Public Library HIGHLIGHTS • Fox Cities Book Festival completed & Reads Author Announced –Mathew Desmond “Evicted” • Winter Program Planning Complete • Reviewed STEAM Program, program will be run in Little Chute for next session, Kimberly program will be discontinued. • Nina & Steve completed LEAN for Government certificate through FVTC TOP PRIORITIES FOR DECEMBER • Collection Development, Complete weeding of non-fiction 600s, Trial collection management software • Add budgeted replacements while retaining functioning hardware, this will move us closer to meeting library standards in technology. Equipment is typically replaced at warranty expiration, moving forward equipment will be replaced when repair is no longer feasible. OWLS establishes specifications and orders directly through the vendor for best pricing. In addition to all network maintenance, OWLS provides additional support for all software and equipment within the warranty period at no additional cost to member libraries. • Public Printing Equipment Staff Training and Public cues. • Website/Social media Press Release review and strategy development. • Develop annual library staff training schedule. Review training checklist and documentation. • Recruit members to the Friends of the Library. • Renew Strategic Planning – Surveys have been released to Library Board and Library users. Community Survey is in development. • Reschedule Transit Bin Study • Review/update Volunteer Program • Begin planning for open holds shelves. • Add 1-2 staff location to public space in Kimberly. • Review Shelving for Magazines – users are finding it difficult to navigate back issues. • ILS (Catalog) merger (Winnebago/Outagamie Waupaca/Nicolet) discussion – Facilitator has been hired o Under current plan an ILS Director will be hired by a joint board with representation from libraries and system staff. o Issues pertaining to resource sharing will be reviewed by library directors. Village of Little Chute Monthly Report – November 2018  Village of Little Chute Monthly Report – November 2018 Parks, Recreation and Forestry Department HIGHLIGHTS • Bathrooms and all park facilities were shut down for the season. • Village staff went to Appleton to train on shutting down our irrigation systems. This was accomplished, and we successfully shut down our system in house. • Entered into an agreement with GRAEF to begin final engineering and permitting for the Fox River Boardwalk. • Completed all full-time staff reviews within the department. • Attended Wisconsin Park & Rec Association state conference in Green Bay 11/1 & 11/2. • Deer culling work – background checks on applicants, permits to approved hunters, listing of hunters and rules to FVMPD, placed park closed ads in paper, Facebook post regarding park closed for culling, no trespassing and park closed signage for crew to post in park. • Chute-ing Stars Competitive Dance Team (5th thru 8th graders) competed in two dance invites. On 11/3 they competed in Hortonville and placed 1st in Pom, 1st in Kick, and 2nd in Jazz. On 11/10 they competed in Wauwatosa and placed 1st in Pom, 1st in Kick, and 3rd in Jazz; their pom routine was also awarded highest score from Side A for the entire competition. • Notified that donation request to Little Chute Jaycees for assistance in replacing jets football practice jerseys was approved; donation of $750 towards replacement cost billing. TOP PRIORITIES FOR DECEMBER • Host the annual deer culling within Heesakker Park • Install the ice rink at Heesakker Park. • Meet with WI DNR, CORP of Engineers, and Kaukauna Utilities to work through permitting for the Fox River Boardwalk. • Work with Fox Valley Metro staff to transition Crossing Guards • Prep work for 2019 park projects such as the Creekview Park trails and playground, Island Park Shelter, Legion 1 baseball field work, pool pump and filter basket replacements. • Pom Development Team (4th thru 6th graders) to perform as elementary school level team during the Little Chute High School Holiday Dance Invite 12/8. • Chute-ing Stars Competitive Dance Team (5th thru 8th graders) to perform at dance invite in Ashwaubenon 12/1 and in Little Chute Holiday Invitational 12/8. • Tree City USA application submittal online – spreadsheet detailing 2018 expenses, work plan, signed proclamation, Arbor Day event pictures, paid invoices, budget, etc. • Prep work for winter dance registration – meeting with lead instructor, create classes in RecDesk, promote registration which begins mid-January. • Beginning work on planning for 2019 spring & summer programs. • Final planning for Home Alone / Sitter Course – materials to all students, class list to instructor, room setup and keys, check-in. Village of Little Chute Monthly Report – November 2018  Village of Little Chute Monthly Report – November 2018 Department of Public Works HIGHLIGHTS • Completed leaf collection in the Village for the year. In the spring stickers can be purchased for weekly curbside pickup of bagged leaves or purchase/renew yard waste card. • Prepared fleet for upcoming snow collection. Reviewed snow plow routes. Set up snow fence. • Completed placement of seasonal banners on street lights. • Completed performance evaluations of the DPW/Parks/Recreation and Forestry crew. TOP PRIORITIES FOR DECEMBER • Close yard waste site for the season. • Held joint snow (December 4th) meeting with Fox Valley Metro Police Department to discuss snow/ice control and snow safety. • Install “No Parking” signs on Freedom Rd. – North of Evergreen Dr. Joint snow meeting with the Fox Valley Metro Police Department to plan for 2018/2019 snowfalls.  Village of Little Chute Monthly Report – November 2018 NOVEMBER Department of Public Works & Parks Department Hours Worked (Includes Full & Part-time Hours) Hours Worked Year to Date (Includes Full & Part-time Hours)  Village of Little Chute Monthly Report – November 2018 Engineering Department HIGHLIGHTS • Evergreen Drive Concrete Paving - Design has begun for this project but is in the preliminary stage. • 2018 Bohm Drive Water Main Reconstruction - Design has been completed along with bidding the work. • Northeast Sanitary Sewer Extension - Design was completed along with biding the work. • Buchanan Road Water Main Extension - Design was completed along with biding the work. • Village of Little Chute Staff Engineer - We continue to seek a qualified candidate for this position. • 2019 Park Avenue – Street Reconstruction - Continue with design and develop specifications and bid form for Park Avenue Street Reconstruction Project. TOP PRIORITIES FOR DECEMBER • Evergreen Drive Concrete Paving - Continue design work for storm sewer and concrete pavement for Evergreen Drive from French Road to Holland Road. • 2018 Bohm Drive Water Main Reconstruction - Bids have been received and awarding the water main relay project is expected to occur by the end of December, permitting is in process and the project is on schedule to start this spring. • Northeast Sanitary Sewer Extension & Buchanan Road Water Main Extension - The proposed sanitary sewer and water main extension will serve the new residential development (North Little Chute Estates). Design is complete and bids have been received, permitting is in process and the project is on schedule to start in late December or early January. • 2018 Reconstruction Projects – Hayes, Wilson, Downtown Storm Sewer - Engineering is waiting to receive final pay applications for these projects in order to compare actual costs to the Final Engineer’s Report for assessed costs to property owners. A recommendation to adjust costs will be provided after this comparison is made. Village of Little Chute Monthly Report – November 2018  MINUTES OF THE COMMITTEE OF THE WHOLE MEETING DECEMBER 12, 2018 Call to Order President Vanden Berg called the Committee of the Whole meeting to order at 6:00 p.m. Roll Call PRESENT: Trustee Peterson, Trustee Peerenboom, Trustee Van Lankvelt, Trustee Smith, President Vanden Berg, Trustee Hietpas EXCUSED: Trustee Elrick ALSO PRESENT: James Fenlon, Jim Moes, Valerie Clarizio, Kent Taylor, Laurie Decker Public Appearance for Items not on the Agenda None Approval of Minutes Minutes of Regular Board Meeting of December 5, 2018 Moved by Trustee Smith, seconded by Trustee Peterson to Approve Minutes of the Regular Board Meeting of December 5, 2018 Ayes 6, Nays 0 – Motion Carried Presentation—Kerber Rose 2017 Comprehensive Annual Financial Report Joe Galarowicz from Kerber Rose went over the Annual Financial Report for 2017 Action— Adopt Resolution No. 35, Series 2018 SRM, LLC CSM Director Moes advised that the Plan Commission approved this CSM to adjust the lot purchased by SRM, LLC from their neighbor and recommends approval by the Village Board Moved by Trustee Smith, seconded by Trustee Van Lankvelt to Adopt Resolution No. 35, Series 2018 SRM, LLC CSM Ayes 6, Nays 0 – Motion Carried Action— Adopt Resolution No. 36, Series 2018 Bank of Kaukauna CSM Director Moes advised that the Plan Commission approved this CSM to create a lot that is larger along with the building. plan is to sell some parcels and recommends approval from the Village Board Moved by Trustee Peerenboom, seconded by Trustee Peterson to Adopt Resolution No. 36, Series 2018 Bank of Kaukauna CSM Ayes 6, Nays 0 – Motion Carried Action— Adopt Resolution No. 37, Series 2018 PBJ Holdings Director Moes advised that the Plan Commission approved this CSM that it is a change from a previously approved CSM due to new buyers and recommends approval from the Village Board Moved by Trustee Van Lankvelt, seconded by Trustee Smith to Adopt Resolution No. 37, Series 2018 PBJ Holdings Ayes 6, Nays 0 – Motion Carried Action— Adopt Resolution No. 38, Series 2018 the Final Plat for Little Chute North Estates Director Moes advised that the Plan Commission approved this CSM and is recommending approval from the Village Board with a few details being worked out with our Public Works and Engineering Departments Moved by Trustee Smith, seconded by Trustee Van Lankvelt to Adopt Resolution No. 38, Series 2018 the Final Plat for Little Chute North Estates Ayes 6, Nays 0 – Motion Carried Action— Adopt Resolution No. 39, Series 2018 Lappen Security CSM Director Moes advised that the Plan Commission approved this CSM for Lappen Security who are buying land from a neighbor and will turn it into one lot Moved by Trustee Peerenboom, seconded by Trustee Peterson to Adopt Resolution No. 39, Series 2018 Lappen Security CSM Ayes 6, Nays 0 – Motion Carried Unfinished Business None Items for Future Agendas None Closed Session: 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 Moved by Trustee Smith, seconded by Trustee Peterson to Enter into Closed Session Ayes 6, Nays 0 – Motion Carried Return to Open Session Moved by Trustee Smith, seconded by Trustee Peterson to Exit Closed Session Ayes 6, Nays 0 – Motion Carried Adjournment Moved by Trustee Smith, seconded by Trustee Peterson to Adjourn the Committee of the Whole Meeting at 6:53 p.m. Ayes 6, Nays 0 – Motion Carried VILLAGE OF LITTLE CHUTE By: Michael R. Vanden Berg, Village President Attest: Laurie Decker, Village Clerk  VILLAGE OF LITTLE CHUTE RESOLUTION NO. 40, SERIES OF 2018 WHEREAS, COLETTE KAMPO as the owner of property located at 200 Karen Drive have agreed to the sale of the property which is located in the S1/2 NE SE SEC9 T21N R18E, Containing .31 acres, to the Village of Little Chute; and WHEREAS, the owner have accepted an offer to purchase; and WHEREAS, this property is anticipated to be needed for future village needs; and WHEREAS, the Village of Little Chute Board of Trustees does find that the purchase of this property is found to be in the public interest. NOW, THEREFORE, BE IT RESOLVED, by the Village Board of Trustees as follows: 1. That the Village purchase for $180,000.00 the property being described as; W100FT OF E543.25FT OF N135FT S1/2 NE SE SEC9 T21N R18E .31AC M/L; and 2. The Seller is allowed to occupy home until June 1, 2019 with no charge for rent. 3. The Seller is responsible for all maintenance, repairs, and utilities during post- closing occupancy 4. That the Village Clerk, and/or Village Administrator, and/or Village President are hereby authorized to execute such documents and make payment as necessary to complete the purchase of afore described property. Date introduced, approved and adopted: December 19, 2018 VILLAGE OF LITTLE CHUTE: By: Michael R. Vanden Berg, Village President By: Laurie Decker, Village Clerk  Village of Little Chute Engineering Department REQUEST FOR BOARD'S CONSIDERATION ITEM DESCRIPTION: Award of 2018 December Utility Projects REPORT PREPARED BY: Christopher L. Murawski, P.E. REPORT DATE: December 19, 2018 ADMINISTRATOR'S REVIEW / COMMENTS: No additional comments to this report ___________________ See additional comments attached ________________________ EXPLANATION: On December 13, 2018 bids were opened for the 2018 December Utility Projects, Contract Number 2018004. The utility extensions and water main relay are located on Bohm Drive (water relay) and Buchanan Road (sanitary and water extension). Six bids were received for construction ranging in cost from $705,471.15 to $879,464.26 for the base bid. The bid tabulation is attached for your review. The low bid was submitted by Donald Hietpas and Sons Inc. of Little Chute, WI in the amount of $705,471.15 as compared to the original Engineer’s Cost Opinion for construction of $901,710.50. This contractor appears to be a responsible bidder and qualified to perform the work. A cost breakdown for individual projects are as follows: Bohm Water Main Reconstruction …………………$ 363,590.95 Contractor $370,000.00 CIP Buchanan Sanitary Sewer and Water Extension….$343,880.20 Contractor $531,710.50 Opinion Alternate No. 1 from Donald Hietpas and Sons Inc. was provided to replace a number of defective concrete panels in Bohm Drive (500 S.Y.) for the amount of $31,399.45. These panels are adjacent to the water main relay work and it would be cost effective to replace them at the time of pavement restoration for the water main relay. This work would place the Bohm Water Main relay project over budget and would require adjustment to the 2019 CIP budget. Alternate No. 2 from Donald Hietpas and Sons Inc. is in the amount of -$7,083.80 for an alternate alignment on the west side of the right of way to extend the sanitary sewer in Buchanan Road. This is required because full access to the right of way is not attainable at this time. RECOMMENDATION: It is the recommendation of the Village Engineer to award the contract for the 2018 December Utility Projects, Contract No. 2018004 to Donald Hietpas and Sons Inc. of Little Chute, WI. It is also recommended to Include Alternate No. 1 and Alternate No. 2 for the total amount of $729,786.80.  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: FVMPD 2018 Budget Amendment PREPARED BY: Chief Daniel M. Meister REPORT DATE: December 17, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: EXPLANATION: We have identified a cost overrun in the 2018 Metro budget. This is due primarily to the unplanned legal fees associated with a personnel matter. We are requesting a budget amendment in the amount of $110,000.00 to cover this cost overrun. RECOMMENDATION: Approve the proposed 2018 budget amendment in the amount of $110,000.00. C:\USERS\KKNAUS\APPDATA\LOCAL\MICROSOFT\WINDOWS\TEMPORARY INTERNET FILES\CONTENT.OUTLOOK\6QTEVY6B\2018 METRO BUDGET AMENDMENT REQUEST.DOC  VILLAGE OF LITTLE CHUTE RESOLUTION NO. 41, SERIES OF 2018 RESOLUTION AUTHORIZING ADJUSTMENTS TO THE 2018 GENERAL FUND BUDGET AND FOX VALLEY METRO POLICE DEPARTMENT SPECIAL REVENUE BUDGET WHEREAS, the 2018 appropriations need to be adjusted for the General Fund Budget and Fox Valley Metro Police Department Special Revenue Fund Budget; and WHEREAS, increased appropriations in the amount of $110,000.00 are required in the Fox Valley Metro Police Department Budget in the vehicle replacement line, legal line, and overtime line, appropriations from the 2018 General Fund fund balance are required in the amount of $110,000.00. NOW, THEREFORE, BE IT RESOLVED, by the Board of Trustees of the Village of Little Chute, Wisconsin, that: The budget adjustments as stated above are hereby budgeted and appropriated in 2018, as applicable. Introduced, approved and adopted: December 19, 2018 VILLAGE OF LITTLE CHUTE By: Michael Vanden Berg, Village President Attest: Laurie Decker, Village Clerk  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: 2018 Audit Engagement Letter – Kerber Rose Certified Public Accountants PREPARED BY: Valerie Clarizio, Finance Director REPORT DATE: December 12, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: No additional comments to this report ___________________________________ See additional comments attached __Additional Comments in Bold under Explanation___ EXPLANATION: Attached please find the 2018 Audit Engagement Letter proposed by Kerber Rose Certified Public Accountants. The fee proposed is $41,000, a 3.5% increase over the prior year. It is my understanding the Village has contracted with Kerber Rose for at least a decade. Administrator Comments: The village has a longstanding relationship with Kerber Rose, which is beneficial when it comes to audits, particularly when a new Finance Director is getting up to speed in their role. After discussion with the Finance Director, it would be our recommendation to approve the 2018 Audit Engagement Letter with Kerber Rose with the intention that we may look at an RFP process for the 2019 audit. This would ensure that from a cost perspective, we are in a good position. RECOMMENDED ACTION Approve the attached 2018 Audit Engagement Letter with Kerber Rose Certified Public Accountants.  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Discussion – Traffic Study on CTH OO and French Road PREPARED BY: James P. Fenlon, Administrator REPORT DATE: November 9, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: ( See Below ) EXPLANATION: In the spring of 2018, the Village was presented with proposals for numerous County projects, including CTH OO and French Road, from the Outagamie County Highway Department. Since that time, we incorporated a temporary light project for 2019 at CTH OO in our own CIP. In the recent weeks, the County Highway Department has contacted the Village with the idea of delaying the 2019 temporary light project and conducting a more thorough study as it relates to French Road, CTH OO and future impacts with regards to Interstate I-41. For your review, the updated proposal from the County Highway Department is attached for your review. A few things to consider when reviewing this information after a number of conversations with County Highway Staff: 1. The traffic study would be conducted by an outside firm. 2. This is a multijurisdictional road (Grand Chute, Appleton and Little Chute). 3. While the problems may be fairly obvious, a study will take into account all options, including traffic counts, future growth and the direction of the future growth and traffic into the results. Finally, the County Provided the following information regarding this study: “We have been monitoring traffic crashes and operations over the past several years at the intersection. Crashes at or near the intersection have gone up significantly over the past few years, compared to when I first started monitoring. A copy of my data is below. 2018 data that was available so far was 4 crashes, 1 level C. Crash injury severity increases C-B-A-K (fatality). The uptick in crashes corresponds with new housing around the JJ/French Rd area that have been built since 2014. We believe many people use French Road to get to/from 441 and 41 then using Ballard Road. Demand definitely exists for certain movements (mostly eastbound left turns to go north on French, and southbound right turns to go towards 441), and backups are common during AM and PM peak hours. The study will look at how traffic is using French road between STH 96 and CTH JJ, and what impacts are there to the transportation network if French Road were removed, if some movements were restricted at CTH OO (say only allow left in, right in/out for French), or if a signal (or other improvements) were installed at CTH OO to accommodate all traffic. Do note that some of these crashes reported are at the driveway to Cedar Creek off of CTH OO. Whatever we do at the intersection of French, we also need to plan what happens to the median opening for Cedar Creek. If OO/French is signalized or restricted in other ways, we should close the median opening, which then creates other issues. The study will also look at the feasibility of which municipality would best be able to service the Grand Chute parcels south of 41 north of CTH OO long term, which may lead to a transfer of the roadway to another municipality. Other items will also be reviewed, such as long term plans for landfill and dog exercise park as two examples.” Cross CTH St 2009 2010 2011 2012 2013 2014 2015 2016 2017 OO French 3 2 2 1 3 1 7 3 7 RECOMMENDATION: Provided for information/presentation with no action at this time. C:\Documents and Settings\jfenlon\Desktop\Village Board and Notes\IFCs 12/14/2018 10:38:30 AM  OUTAGAMIE COUNTY HIGHWAY DEPARTMENT COUNTY / MUNICIPAL / STATE AGREEMENT DATE: 12/10/2018 French Road Traffic and Planning Study PROJECT: See Below STH 96 to CTH JJ HIGHWAY: CTH "OO" LIMITS: French Rd, 96 to JJ MUNICIPALITY: Village of Little Chute MUNICIPALITY: Town of Grand Chute MUNICIPALITY: City of Appleton The signatories City of Appleton, Village of Little Chute and Town of Grand Chute, hereinafter called the Municipality, through its undersigned duly authorized officers or officials, hereby requests the County of Outagamie, through its Highway Department, hereinafter called the County, to initiate and effect the highway or street improvement PROJECT DESCRIPTION: Agreement is for a traffic and transporation planning study for French Road, pertaining to the intersection of CTH "OO" at French Road. The existing intersection is experiencing safety, capacity and delay issues. A planning study of French Road is required to understand improvements at CTH OO. The proximity and uncertainty of the future of STH 441 may impact the intersection and roadway long term. The first step is a comprehensive study of French Road between STH 96 to CTH JJ, to help determine the future purpose and need for this roadway in relation to the entire transportation network. The cost share estimate shown is for the planning study only. Intersection design and construction to be determined at a later date. COST ESTIMATE AND PARTICIPATION ****** ESTIMATED COST ****** Total Estimated Outagamie City of Village of Town of PHASE Cost County % Appleton % Little Chute % Grand Chute CTH OO & French Rd ENGINEERING: Traffic Planning Study $40,000 $20,000 50% $6,666.66 16.67% $6,666.66 16.67% $6,666.66 16.67% Intersection Design TBD RIGHT OF WAY: TBD CONSTRUCTION: TBD TOTAL PROJECT COST $40,000 $20,000 $6,666.66 16.67% $6,666.66 16.67% $6,666.66 16.67% This request for the programming, design and construction is subject to the terms and conditions that follow and is made by the undersigned under proper authority to make such request for the designated Municipality and upon acceptance by the Highway Commissioner shall constitute an agreement between the County and the Municipality unless specifically modified or amended by supplemental written agreement between the County and the Municipality. Terms and Conditions 1. When Federal Funds are involved, the improvement will be subject to the applicable Federal Aid Highway Acts and Regulations of the Federal Highway Administration, U.S. Department of Transportation. \\OCAPS2\ocshare\HWY\CTH Projects\Construction\5812 OO-French study\OO-French Cost share agreement.xlsx Page 1 of 2  2. This is a joint agreement between the County and the Municipality. The Municipality will be kept informed on the project status and will have input regarding the project. This project will be administered under the County Administrative Rule 10-02. 3. If the Municipality should withdraw the project, it will pay to the County any cost that has been incurred by the county on behalf of the project. 4. The project cost in the agreement is an estimate. The Municipality will be invoiced periodically, and agrees to pay based on actual costs incurred. Such costs may be greater or less than the estimated amount, however, the Municipality acknowledges that costs between the time this agreement is executed and the actual time of construction can vary. 5. The County's obligation to perform under this contract shall be subject to County Board appropriation of funds sufficient to fund the County's obligations herein. 6. The County and Municipality agree and understand that the Municipality is reserving its rights to assess any and all costs incurred by the Municipality for this project. The Municipality and County hereby further agree that the Municipality have the right to assess any of its costs upon terms deemed acceptable by the Municipality subject to the following: In the event county property is assessed or subject to assessment the county reserves the right to object to the propriety and / or correctness of the assessment formula or methodology, however, such right to object does not extend to the municipality's ability to assess. The county's right to object includes the ability to challenge the assessment methodology or formula in circuit court and to pursue appeals of circuit court decisions. 7. Operations and Maintenance responsibilities of facilities built with this project will be determined during design BY: Dean E. Steingraber, P.E. Outagamie County Highway Commissioner Date BY: Signed for and on behalf of: City of Appleton Date BY: Signed for and on behalf of: Village of Little Chute Date BY: Signed for and on behalf of: Town of Grand Chute Date \\OCAPS2\ocshare\HWY\CTH Projects\Construction\5812 OO-French study\OO-French Cost share agreement.xlsx Page 2 of 2  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Village of Little Chute Parking Violation Fines PREPARED BY: Chief Daniel M. Meister REPORT DATE: December 13, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: EXPLANATION: A review of the current fines for parking violations has revealed that our current fines are well below neighboring communities’ fine amounts and really don’t reflect a forfeiture amount that might serve as a deterrent for violators. I have attached a document that shows our current fine amounts and what I am proposing the new fine amounts to be. In addition to the initial fine amounts, there is a “past due” amount. Those have been changed as well Below are examples of surrounding communities and their current parking fines. Our proposed increases would be more in-line with these communities but still below their fine amounts. . Kaukauna: Average maximum fine amount $40.00. Handicap parking: $300.00 Grand Chute: Average Parking fine: $35.00. Handicap Parking: $300.00 Appleton: Average Parking fine amount $35.000. Handicap Parking: $300.00 RECOMMENDATION: Approve the proposed fine increases regarding parking violations under Sec. 26 of the Little Chute code of municipal ordinances. C:\USERS\KKNAUS\APPDATA\LOCAL\MICROSOFT\WINDOWS\TEMPORARY INTERNET FILES\CONTENT.OUTLOOK\6QTEVY6B\PARKING FINE AGENDA ITEM.DOC  ARTICLE III. - PARKING REGULATIONS Parking Violations Fine Current After 10 Proposed After Section # Violation Fine days Fine 10 days 26-70 (a) Over time limits $10.00 $25.00 $20.00 $35.00 26-65 (7) Posted-Restricted $10.00 $25.00 $20.00 $35.00 26-70 C (4) Declared Snow Emergency $10.00 $25.00 $20.00 $35.00 26-70 (b) (1) 2am-6am Winter Parking $10.00 $25.00 $20.00 $35.00 26-65 (a) (14) Too Close to Driveway $10.00 $25.00 $20.00 $35.00 26-65 (a) (3) Over Sidewalk $10.00 $25.00 $20.00 $35.00 26-65 (a) (12) Left Side $10.00 $25.00 $20.00 $35.00 26-65 (a) (15) In Park After Hours $10.00 $25.00 $20.00 $35.00 26-70 (a) Over Posted Hourly Parking $10.00 $25.00 $20.00 $35.00 26-70 € Same location 24 hours $10.00 $25.00 $20.00 $35.00 26-65 (a) (9) Too Close to Fire Hydrant $10.00 $25.00 $20.00 $35.00 All other sections Other $10.00 $25.00 $20.00 $35.00 26-66 Handicapped Parking $25.00 $40.00 $50.00 $75.00  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Action – 2019 Board and Commission/Committee Schedule PREPARED BY: James P. Fenlon, Administrator REPORT DATE: November 9, 2018 ADMINISTRATOR'S REVIEW/COMMENTS: ( See Below ) EXPLANATION: Attached to this memo is a calendar drafted by Clerk Decker for the Village Board and committees/commissions. We ask that you approve the attached schedule with the exception that the Committee of the Whole meetings are only listed for an as needed basis. Essentially, unless a schedule issue is apparent, we will NOT be holding Committee of the Whole meetings in 2019 except in the case of budget workshops. Another item for your information as it relates to scheduling for 2019 is that various department heads will be selectively scheduled so that attendance at one meeting per month is required. A few department heads will not be impacted by this effort, as they are either required to attend each meeting (Clerk) or simply want to attend all meetings. As we finalize this effort, we may also look to make administrative changes to other areas of board meetings. A final update on attendance will be provided in the future. RECOMMENDATION: Discuss and approve the 2019 meeting schedule. C:\Documents and Settings\jfenlon\Desktop\Village Board and Notes\IFCs 12/14/2018 2:07:57 PM  VILLAGE OF LITTLE CHUTE MEETING SCHEDULE FOR 2019 COMM. JOINT PARK REGULAR PLAN UTILITY LIBRARY FIRE PLAN MONTH OF THE POLICE BOARD COMM. COMM. BOARD COMM. WHOLE COMM. COMM. January 2 & 16 9 & 23 14 15 15 8 February 6 & 20 13 & 27 11 19 19 12 11 March 6 & 20 13 & 27 11 19 19 5 April 3 & 17 10 & 24 8 16 16 May 1 & 15 8 & 22 13 21 21 14 13 7 June 5 & 19 12 & 26 10 18 18 July 3 & 17 10 & 24 8 16 16 2 August 7 & 21 14 & 28 12 20 20 13 12 September 4 & 18 11 & 25 9 17 17 3 October 2 & 16 9 & 23 14 15 15 November 6 & 20 13 11 19 19 12 11 5 December 4 & 18 11 9 17 17 Meeting time schedule - Monthly Regular Board 6:00 p.m. (1st and 3rd Wed) Joint Police Commission: 6:00 p.m. (2nd Tue. Quarterly) Committee of the Whole 6:00 p.m. (2nd and 4th Wed) Park Planning Committee: 6:00 p.m. (1st Tue. Every Other Month) Plan Commission 6:00 p.m. (2nd Mon.) Design Review Board meets as needed Utility Commission 6:00 p.m. (3rd Tue.) CDA meets as needed Library Board 4:30 p.m. (3rd Tue.) *Indicates changes from normal meeting date/time Fire Commission 5:45 p.m. (2nd Mon. Quarterly)