Village Board

AGENDA R EGULAR BOARD MEETING PLACE: Little Chute Village Hall DATE: Wednesday, May 15, 2019 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—April Fire Monthly Report and April Report G. Approval of Minutes Minutes of the Regular Board Meeting of May 1, 2019 H. Department and Officers Progress Reports I. Action—Approve Auction Permit for the Auction House at Memories J. Action—Award: a) 2019 Asphalt Paving Contract for Park Avenue b) 2019 Utilities Contract for Evergeen Drive c) 2019 Concrete Paving Contract for Evergeen Drive K. Operator License Approvals: Corey, Jacob Trish’s Pop In Again Shawano Couillard, Amy 5th Quarter Denmark Smith, Debra Trish’s Pop In Again Little Chute Tarket, Christi MotoMart Kaukauna Woehler, Jocelyn Little Chute BP Little Chute L. Action—Update to Quiet Zone Project M. Commission/Committee Appointments N. Discussion—St. John’s and Pine Street O. Action—Adopt Resolution No. 11, Series 2019 ETF Health Insurance P. Discussion—Outagamie County Sirens and Correspondence Q. Disbursement List R. Call for Unfinished Business S. Items for Future Agendas T. 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. Library Negotiations 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: May 10, 2019  LCFD Incident Report April 2019 Number of responses: Last years: 11 YTD: 50 04/01/2019 08:11 Auto accident scene safety @ the intersection of Wilson & Park Avenue #19LC00037 04/03/2019 17:15 Vehicle fire I-41 Northbound off ramp to County Road N #19LC00038 04/05/2019 02:56 Possible structure fire @ 225 Buchanan Street, investigated found refrigerator smoking #19LC00039 04/10/2019 08:44 Smoke alarm sounding, possible haze in the house @ 1402 E. Lincoln Avenue. Issue with smoke detector. #19LC00040 04/16/2019 4:59 Assist Fox Valley Metro with a vehicle possibly falling into the canal @ Doyle Park, #19LC00042 04/16/2019 21:56 Assist Fox Valley Metro locate a missing person from Atrium Care Center 1201 Garfield Avenue #19LC00043 04/18/2019 05:53 Mutual aide request to staff station @ Kaukauna Fire Department #19LC00044 04/18/2019 12:43 Structure fire @ Tom’s Drive In 1915 Freedom Road, grease fire from fryer, damage interior wall. #19LC00045 04/20/2019 10:57 CO alarm sounding @ 516 Taylor Street, investigated found a battery issue with detector #19LC00046 04/21/2019 14:40 Female jumped off of 441 bridge into river, assist with rescue #19LC00047 04/24/2019 15:18 Vehicle accident I-41 just north of French Road #19LC00048 04/24/2019 17:50 Alarm sounding @ 2404 Joyce Street, found a faulty detector #19LC00049 04/28/2019 19:04 Alarm sounding @ 3665 Cherryvale Avenue (Apartment 7), child pulled the alarm. #19LC00050 04/30/2019 12:47 Alarm sounding @ 830 E. Elm Drive, found a wash machine belt burnt from to heavy of a load, ventilated. #19LC00051 VILLAGE OF LITTLE CHUTE MONTHLY REPORT – APRIL 2019 April 2019 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 – April 2019 VILLAGE OF LITTLE CHUTE MONTHLY REPORT – APRIL 2019 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 – April 2019 Village Administrator HIGHLIGHTS • The Board of Trustees discussed the Joint Library with the goal of identifying a more equitable situation as it relates to service delivery. The effort will continue into May and June of 2019. • Continued to work with staff on an effective resolution to a billing issue with Outagamie County Landfill. Staff hopes to have the matter resolved in May or June of 2019. • The Board of Trustees held a public hearing on parking in the Industrial Park. The matter was referred back to staff and the Plan Commission for further discussion and analysis. • The Board of Trustees and staff also hosted meetings related to street reconstruction/construction in 2019. The bids for the 2019 projects are due on May 9th, 2019. • Hosted a training event for all village staff related to personal financial wellness. • The Board of Trustees approved a proposal with the Fox Cities Chamber of Commerce to host Bazaar After Dark in Little Chute in the summer of 2019. • Hosted a Little Chute Business Association meeting and had roughly 15 businesses attend and contribute to efforts related to improving the business climate in Little Chute. TOP PRIORITIES FOR MAY • Continue to work with the Village of Kimberly and the Board of Trustees on the future planning for the Joint Library. • Administrative intern is slated to start in late May. • Host a Department Head retreat in late May to discuss organizational objectives. • Work with staff and developers on a number of promising projects for 2019 and 2020. • Work with staff and Board on awarding projects for the 2019 capital efforts. The bids for the 2019 projects are due on May 9th, 2019. • In late May, discuss financial planning and begin efforts for future bonding efforts with the Board of Trustees.  Village of Little Chute Monthly Report – April 2019 Clerk HIGHLIGHTS The Spring Election was held on April 2nd and voter turnout was high with close to 1,600 votes cast. The Village is tremendously fortunate to have the dedicated and devoted election inspectors that we have! We expect to be busy throughout May and June as bartenders make their way to the Clerk’s office to renew their licenses. It is also our busy liquor license renewal season and the summer is almost completely booked with rentals at the Civic Center. Our goals for April included: • Set up preparation for the Spring Election • Execute the Spring Election • Delivering/sharing of results to 3 school boards both personally and electronically • Close out the Election with the state • Notice to bartenders/solicitors regarding license renewal by June 30 • Preparing and issuing liquor licenses to businesses • Weekly Maintenance Reports • Maintenance of the Village Website and social media • Civic Center/Village Hall rentals • Agenda and Minutes for 5 meetings • Ongoing phone and supply ordering support TOP PRIORITIES FOR MAY • Issuing the renewal of bartender’s licenses • Issuing operators liquor licenses • Issuing solicitors renewals • Weekly Maintenance Reports • Maintenance of the Village Website and social media • Civic Center/Village Hall rentals • Agenda and Minutes for 5 meetings • Ongoing phone and supply ordering support  Village of Little Chute Monthly Report – April 2019 CLERK’S OFFICE DATA FOR APRIL Village of Little Chute Website and Social Media Metrics - April 2019 This This Year to Last Year Month % Change % Change Month Date to Date Last Year Website Visits 12,222 14,060 -13.07% 40,730 40,904 -0.43% Website Page Views 16,824 19,076 -11.81% 58,965 50,314 17.19% Facebook Likes 3,390 2,613 29.74% 15,553 10,123 53.64% Facebook Reach 63,608 89,093 -28.60% 255,553 252,644 1.15% Village Hall Blog 621 241 157.68% 2,474 2,065 19.81% View Instagram Followers 436 304 43.42% 436 304 43.42% Twitter Followers 358 264 35.61% 358 264 35.61% Twitter Impressions 871 5,381 -83.81% 1,918 7,072 -72.88%  Village of Little Chute Monthly Report – April 2019 Community Development HIGHLIGHTS • Met with Commercial Developers regarding sites and TIF in village. • Continued Inspections of homes, apartments, schools and commercial projects. • Met with consultants regarding building and subdivision projects. • Met with developers regarding new projects. • Preparing for completion of property assessments. TOP PRIORITIES FOR MAY • Meet with builders and owners about upcoming commercial projects. • Meet with Engineers regarding Commercial/Industrial projects. • Meet with developers regarding new projects. • Continued Inspections of homes, apartments, industrial and commercial projects. • Assist developers and realtors with Zoning requirements. • Bazaar after dark preparations. • Assessment Open Book hearing. • Board of review.  Village of Little Chute Monthly Report – April 2019 COMMUNITY DEVELOLOPMENT APRIL DATA Community Development Department 2019 Permit Data 2018 April-19 2019 Totals TOTALS Permits Issued 69 140 622 Property Complaints 3 14 61 Property/Field Inspections 70 201 929 Letters Sent 0 0 Action Corrected 1 6 44 Referred for Action 0 7 Ongoing 2 13 16 Community Development Department 2019 Permit Data 2018 April-19 2019 Totals TOTALS Permits Issued 69 140 622 Permit Fees $25,956 $41,209 $257,754 Permit Value $18,272,290 $20,201,786 $47,343,017  Village of Little Chute Monthly Report – April 2019 HIGHLIGHTS • 4,025 utility bills created • 85 service orders (Final Reads, High/Low Reads, Meter Installations) for utility billing created and coordinated with MCO. • 709 ratepayers opted out of postcard billing, 1,308 ratepayers utilized PSN for payments and 688 ACH in February. • 208 Landlord Notices were mailed for tenant delinquency notification. • Fieldwork for 2018 Audit completed while work with continue through May for finalization of statements and statistical section • PSC Report Filed • Summer Sewer Credits will be prepared for upcoming billing • Monthly financials for 1st Quarter 2019 distributed • Responded to State of WI notice given 30 days to correct our 2018 1099 filing • Filed Room Tax and Expenditure Restraint Reports with State meeting 5/1/19 deadline TOP PRIORITIES FOR MAY • Debt planning for 2019 • TID projections and planning • Continue to work on back log of work for 2019 due to concentration on audit • Start work on a RFP for banking services • State Report Form C due May 15, 2019 CONTINUOUS IMPROVEMENT EFFORTS • Updated Utility Billing Website consolidating to one form to be completed for application for service, simplifying format and updating to account for Water PSC regulations vs Electric references as side effect from using KU forms • Conversion to paperless utility customer accounts files eliminating paper files on accounts and manual time to maintain • Focus PSN for ACH payment processing. The Village was maintaining two systems as a holdover from KU. PSN is highly automated with our utility billing system, set up is done by PSN/customer on line or via phone eliminating manual efforts by staff.  Village of Little Chute Monthly Report – April 2019 APRIL DATA  Village of Little Chute Monthly Report – April 2019 HIGHLIGHTS • As of 5/1 and 5/7 respectively, Chief Meister and Officer Sam Pynenberg have completed one year of service with the department. That being said, Officer Pynenberg has successfully completed his probationary period. • You may see Metro staff wearing red on Fridays. RED stands for Remember Everyone Deployed. It is symbol to let our deployed military personnel know that we have not forgotten about them and their service. Officers have been wearing red t-shirts under their patrol uniform shirt. Remember to wear RED on RED Fridays. • The Chief of Police has worked with Trigger Action Sports (TAS) in Little Chute to host a RED Friday event. On Friday, May 17th we will be having a cookout and brief ceremony honoring our deployed military people from 11AM to 1PM at TAS. Donations will be accepted for care packages for deployed service members and their families. Please join us if you can and don’t forget to wear something RED. • On Saturday, April 27th, the department participated in the state-wide drug collection event. We had a drop-off site located at Kimberly village hall. We collected over 44 pounds of unused/unwanted medications. • May 12th – 18th is National Police Week. It is a time to honor our law enforcement people and remember those who have died in the line of duty. http://www.policeweek.org/schedule.html TOP PRIORITIES FOR MAY • Continue the review and updates of the department’s policy manual • Continue planning for our August 6th National Night Out event • Planning for various future events such as Memorial Day Parade, Cheese Festival and Paperfest & Bazaar After Dark.  Village of Little Chute Monthly Report – April 2019 FVMPD APRIL DATA - Below is a table of the calls for service for the department for the month of April 2019.  Village of Little Chute Monthly Report – April 2019 Kimberly/Little Chute Joint Public Library HIGHLIGHTS • Fox Cities Reads Matthew Desmond • Increase public pc workstations Kimberly added 2 workstations for a total of 9, Little Chute added four for a total of 10. Plan to add one more in Kimberly in May. • Game cart - soft open for patrons to play ps4 and xbox games at the library. TOP PRIORITIES FOR MAY • Transition to open holds in Little Chute • Continue review of library circulation and catalog software options for 2020 • Complete prep for Summer Library Program “A Universe of Stories” • Launch of Adopt-a-Magazine Subscription • Create Adopt-A-Shelf program • Write On! Writer’s group Launch UPCOMING EVENTS • Game Night with Boardlandia, Thursday, May 23, 2019, 5:30 PM - 7:30 PM, Kimberly Public Library. Come play and discover all kinds of fun games with local Boardlandia staff! This free event is recommended for ages 12 and up. • Book Launch Stratagem by Christina Hagmann, Thursday, May 23, 2019, 6:30 PM - 7:30 PM, Kimberly Public Library. Join one of your favorite teachers in celebration of her new YA Fantasy novel Stratagem. Village of Little Chute Monthly Report – April 2019  Village of Little Chute Monthly Report – April 2019 Parks, Recreation and Forestry Department HIGHLIGHTS • Pump, motor, filter basket, and piping were installed at the Doyle Pool. • Sent out requests for bids for the Creekview Park trail project. • Fox-Wolf Watershed Clean up at Heesakker, Island, and Doyle Parks took place on April 27. • Partnered with Kaukauna Utilities to remove all the trees in the Village right of way on the west side of Buchanan St from Main to CTY Hwy 00. • Crew is busy prepping fields for spring and summer sports for the High School, Diamond Club, Heart of the Valley Soccer, Little Chute Blue Jays, and Little Chute River Bandits. • Finalized youth tee shirt program order for all programs with sponsors received, meeting held with printer, complete order placed. • Held Chute-ing Stars parent & dancer meeting 4/8, followed by dancer practices with team team tryouts 4/12; team roster posted 4/15. • Attended WPRA (Wisconsin Park Recreation Association) Spring Workshop on 4/11 & 4/12. • Completed men’s softball league schedules and sent to manager. Final planning for start of league (official contracts, small player schedules, scorebooks, lineup sheets, first aid kits, bats, balls, etc.) • Worked on Boys Minor and Boys Rookie schedules for LC Diamond Club. • Held Arbor Day ceremony on 4/26 at Legion Park with 4th grade students from LC Elementary; planted Ohio Buckeye tree with assistance from Van Zeeland Nursery. • Final planning for Youth Dance Revue in May TOP PRIORITIES FOR MAY • Receive official grant agreements from the WI DNR for the Boardwalk • Submit a grant request to Kiwanis of Little Chute and Nestle Freedom of Little Chute for the Creekview Park Playground project. • Host our seasonal all staff training on Wednesday, May 22. • Hosting lifeguard training at the Doyle Pool for staff requiring full certifications and re-certifications. • Great Wisconsin Cheese Festival – May 31 – June 2 at Doyle Park. • Village crew to install the warning track at Legion 3 and Security Fence to install the fence. • Village crew to reinstall the electrical for the Legion 3 scoreboard. • Work on Coed Squirt, Girls Tee, Boys Tee, and Boys Cub schedules for LC Diamond Club. • Hold Youth Dance Program Spring Dance Program rehearsal night (5/3) and final revue (5/4). • Final planning for Jets Football parent/player meeting with coaches and player registration on May 8 (schedule, physical forms & list, pre- concussion testing info, etc.) • Final planning for Home Alone Sitter Course on May 11 (class packet to student, final roster, meeting with instructor, etc.) • Finalize changes to program agreements with Affinity Medical Group for Football Athletic Trainer and Yoga Instructor.  Village of Little Chute Monthly Report – April 2019 APRIL DATA  Village of Little Chute Monthly Report – April 2019 Department of Public Works HIGHLIGHTS • Welcomed Mike McClone to the Department of Public Works team as the new Environment Permitting Specialist. He has been with the Village since 1995. His most recent role was with the Engineering Department as a Land Surveyor / Engineering Technician. • The 2019 Public Works / Engineering Department Annual newsletter was delivered to all tax paying residents within the Village. An electronic version can be found on the Village’s website. Continued routine route of street sweeping. Collected white goods, bulkies and extra bagged refuse during the last week of April. • The yard waste site is now open for the season. To renew your access card or purchase new access card for the season visit the Department of Public Works – second floor Village Hall. • Checking for I&I (infiltration and inflow) for the sanitary sewer. Jetted 13,934” for the month of April. Year to date jetted 33, 207’. TOP PRIORITIES FOR MAY • Continue to update Pavement Surface Evaluation and Rating Report (PASER) for the Wisconsin DOT. This report is a 1- 10 rating system for road payment conditions. • MS4 Field Day Meeting with Wisconsin DNR to evaluate storm ponds, erosion control sites and Municipal Services Building. • Work on Compliance Maintenance Annual Report (CMAR) report for the Wisconsin Department of Natural Resources. • Remove, repair and evaluate why the 200 HP motor on the large pond pump at the Industrial Park storm water pond failed. • Spec out the 2019 budgeted street sweeper. • Work with property owners pertaining to storm water issues. • Repair and replace street signs in right-of-way. • Village railroad spur inspection to take place 5-10-19. • Work towards landfill billing resolution.  Village of Little Chute Monthly Report – April 2019 APRIL Department of Public Works & Parks Department Hours Worked (Includes Full & Part-time Hours) Year to Date Department of Public Works & Parks Department Hours Worked (Includes Full & Part-time Hours)  Village of Little Chute Monthly Report – April 2019 Engineering Department HIGHLIGHTS • Evergreen Drive Storm Sewer & Concrete Paving - The design for the storm sewer and concrete pavement are complete and out for bid. • Park Avenue Asphalt Paving – Street Reconstruction - This design is also complete and is out for bid. • Bohm Drive Water Main Reconstruction - Bohm Water main is installed and is ready for pavement restoration. • Northeast Sanitary Sewer Extension - This sanitary sewer has been installed and the contractor is waiting for dry weather to restore the green space areas. • Buchanan Road Water Main Extension - This water main has been installed and the contractor is waiting for dry weather to restore the green space areas and asphalt pavement. TOP PRIORITIES FOR MAY 2019 • Evergreen Drive Concrete Paving & Park Avenue Asphalt Paving - Award contracts for these projects to be able to begin construction in the first week of June. • Bohm Drive Water Main Reconstruction - Pavement restoration is expected to be completed prior to the end of May. • Northeast Sanitary Sewer Extension - Restoration is scheduled to be completed as soon as soil conditions allow. The contractor has been instructed to complete this task at the earliest date possible. • Buchanan Road Water Main Extension - Restoration is scheduled to be completed by the end of May. • Quiet Zone Improvements - The Village Consultant is expected to submit the notice of intent for the proposed improvements to allow the creation of a Quiet Zone in Little Chute. Construction plans are in development by Village Engineering Department staff. West Evergreen Drive Park Avenue Asphalt Pavement 100% 100% 95% 95% 90% 90% 85% 85% 80% 80% 75% 75% 70% 70% 65% 65% 60% 60% 55% 55% 50% 50% 45% 45% 40% 40% 35% 35% 30% 30% 25% 25% 20% 20% 15% 15% 10% 10% 5% 5% 0% 0% Design -95% Construction - 0% Design 95% Construction - 0%  Village of Little Chute Monthly Report – April 2019 Northeast Sanitary Sewer Extension Buchanan Road Water Main 100% Extension 95% 100% 90% 95% 85% 90% 80% 85% 75% 80% 70% 75% 65% 70% 60% 65% 55% 60% 50% 55% 45% 50% 45% 40% 40% 35% 35% 30% 30% 25% 25% 20% 20% 15% 15% 10% 10% 5% 5% 0% 0% Design - 100% Construction - 95% Design - 100% Construction - 95%  MINUTES OF THE REGULAR BOARD MEETING OF MAY 1, 2019 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 John Elrick, Trustee Skip Smith, Trustee Bill Peerenboom, Trustee Brian Van Lankveldt, Trustee Roll call of Officers and Department Heads PRESENT: James Fenlon, Village Administrator Lisa Remiker-DeWall, Finance Director Kent Taylor, Director of Public Works Adam Breest, Director of Parks, Recreation and Forestry Jim Moes, Community Development Director Laurie Decker, Village Clerk Steve Thiry, Library Director Tyler Claringbole, Village Attorney EXCUSED: Chris Murawski, Village Engineer Dan Meister, FVMPD Police Chief Public Appearance for Items Not on the Agenda None Approval of Minutes Minutes of the Regular Board Meeting of April 17, 2019 Moved by Trustee Smith, seconded by Trustee Van Lankveldt to Approve the Minutes of the Regular Board Meeting of April 17, 2019 Ayes 7, Nays 0 – Motion Carried Proclamation—Little Chute High School Dance Team and Chute-ing Stars Moved by Trustee Elrick, seconded by Trustee Van Lankvelt to present a Proclamation to the Little Chute Chute-ing Stars Dance Team Ayes 7, Nays 0 – Motion Carried Moved by Trustee Smith, seconded by Trustee Van Lankvelt to present a Proclamation to The Little Chute High School Dance Team and Coaches Ayes 7, Nays 0 – Motion Carried Department and Officers Progress Reports Departments and Officers provided progress reports to the Board Discussion/Action—Little Chute Fire Department Fire Study Request For Proposals Administrator Fenlon presented a proposal from Chief Janson and Rob Peterson. Moved by Trustee Smith, seconded by Trustee Van Lankvelt to Approve an independent review of the Fire department for recommendations of any changes needed. Ayes 7, Nays 0 – Motion Carried Discussion—HOVMSD Annual Report Review Director Taylor went through slides from the Heart of the Valley Metro Sewage District annual report to the community that was held April 24th, 2019. Discussion—Boardwalk Update Director Breest updated the Board on the Fox River Boardwalk project and presented a timeline. Action—Fleet Purchases Director Breest advised the Board on the cost of replacement of a trailer that was purchased in 1991. The low quote is from Ken’s Sports for $5600.00. Moved by Trustee Elrick, seconded by Trustee Smith to purchase the trailer from Ken’s Sports for $5600.00. Ayes 7, Nays 0 – Motion Carried Disbursement List Moved by Trustee Peerenboom, seconded by Trustee Elrick 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 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. Property Acquisition/Development Negotiations Moved by Trustee Peterson, seconded by Trustee Van Lankvelt to enter into closed session Ayes 7, Nays 0 – Motion Carried Return to Open Session Moved by Trustee Peerenboom, seconded by Trustee Peterson to exit closed session Ayes 7, Nays 0 – Motion Carried Adjournment Moved by Trustee Peerenboom, seconded by Trustee Peterson to Adjourn the Regular Board Meeting at 8:38 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: Award of 2019 Utility and Street Reconstruction Projects REPORT PREPARED BY: Christopher L. Murawski, P.E. REPORT DATE: May 15, 2019 ADMINISTRATOR'S REVIEW / COMMENTS: No additional comments to this report ___________________ See additional comments attached ________________________ EXPLANATION: On May 9, 2019 bids were received and opened for the 2019 Utility and Street Reconstruction Projects Contract Numbers; 2019001 (Asphalt Paving - Park Avenue), 2019002 (Utilities - Evergreen Drive), and 2019003 (Concrete Paving – Evergreen Drive). Park Avenue Asphalt Paving Project Two bids were received for Park Avenue Asphalt Paving Project ranging in price from $233,267.85 (MCC) to $237,168.71 (NEA) for the base bids. An alternate bid credit was received for asphalt millings by each contractor in the amount of $12.00 (MCC) and $4,800.00 (NEA) respectively. When comparing the work for Park Avenue including Alternate No. 1 the low bid for this work was submitted by Northeast Asphalt, Inc. of Greenville, WI in the amount of $232,368.71 as compared to the capital improvement budget of $300,000. However, a second alternate bid was received for Creekview Park’s asphalt path ranging in cost from $106,323.90 (NEA) to $103,560.00 (MCC) as compared to the engineer’s estimate of 100,000.00 (construction only). The listed bid prices for Alternate Number 2 are comparable to the estimate and therefore, the Village should proceed with this work. The low bid for the park path project was received by MCC, Inc. of Appleton, WI in the amount of $103,560.00. The final total for all work ranged in price from $336,815.85 to $338,692.61. When summing the work bid totals for Park Avenue Asphalt Paving and the two alternates, the low bid was submitted by MCC Inc. of Appleton, WI in the amount of $336,815.85. This was compared to the capital improvement budget of $400,000 and is within budget for the proposed work. The cost comparison per lineal foot is approximately 16 cents more for the residents on Park Avenue when selecting MCC, Inc. but an overall savings to the community of $1,876.76 is realized. MCC. Inc. is the project low bid contractor and appears to be a responsible bidder that is qualified to perform the work. Evergreen Drive Utility Project Three bids were received for the utility contract (2019002) for Evergreen Drive ranging in price from $1,324,640.60 to $1,445,118.80. The low bid was submitted by Donald Hietpas and Sons Inc. of Little Chute, WI and Includes Alternate No. 1 for 1¼” service laterals for the total amount of $1,326,915.00 as compared to the capital improvement budget of $1,170,000. The project utility bid is over budget by $156,915. This is due to added sanitary sewer work not included in the original budget and the limited slope available for the proposed storm sewer requiring increased pipe sizes. The overall project budget for Evergreen Drive is within budget when considering the concrete pavement portion of this project. Therefore, the Village should proceed with this project  and accept the bid from Donald Hietpas and Sons Inc. This contractor appears to be a responsible bidder and qualified to perform the work. Evergreen Drive Concrete Paving Project One bid was submitted by Vinton Construction of Manitowoc, WI in the amount of $1,596,308.95 with an alternate bid to install erosion control measures on the French Pond site to store materials during construction. The final project price with the alternate is $1,600,108.95 as compared to the capital improvement budget of $2,030,000. This contractor appears to be a responsible bidder and qualified to perform the work. Evergreen Drive – Utility and Paving The total price for all proposed improvements for Evergreen Drive is $2,927,023.95 as compared to the capital improvement budget of $3,200,000 including engineering/design work. RECOMMENDATION: It is the recommendation of the Engineering Department to award the contract for the 2019 Park Avenue Asphalt Paving Project, Contract No. 2019001 to MCC, Inc. of Appleton, WI in the amount of $336,815.85 which includes the alternates for the asphalt milling credit and Creekview Park asphalt path. The Engineering Department also recommends the 2019 Utility Improvement Project for Evergreen Drive, Contract No. 2019002 be awarded to Donald Hietpas and Sons Inc. of Little Chute, WI and includes Alternate No. 1 for 1¼” service laterals in the amount of $1,326,915.00. It is also the recommendation of the Engineering Department to award the contract for the 2019 Concrete Paving Project for Evergreen Drive, Contract No. 2019003 to Vinton Construction of Manitowoc, WI in the amount of $1,600,108.95 and includes the alternate for the material storage site. Total for Paving, Utilities and Creekview Park Path = $3,263,839.80 (CIP Budget $3,600,00) Additional Information for reference: Northeast PARK AVENUE ASPHALT PAVING Asphalt MCC Assessable Construction Cost $232,368.71 $233,255.85 Engineering & Contingencies (15%) $32,549.23 $32,549.23 On-Site Inspection (5%) $10,849.74 $10,849.74 Administration / Fiscal (5%) $10,849.74 $10,849.74 2019 Budget - $300,000 Total Cost $286,617.42 $287,504.56 Village Portion (30%) $85,985.23 $86,251.37 Assessment Portion (70%) $200,632.19 $201,253.19 ASSESSMENT PER LINEAR FOOT $51.97 $52.13 (3,860.67 Assessable Frontage)  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Quiet Zone Update PREPARED BY: James Fenlon, Administrator REPORT DATE: May 10th, 2019 EXPLANATION: The Engineering Department has been working with our consultant on permitting for the Quiet Zone Project. As you recall, the project was approved for as part of the 2019 CIP with a total budget of $185,000. Recently, the consultant provided the department with a proposal for engineering of the improvements at a cost of roughly $20k. The Engineer indicated that this is a project that could be done by our team, but given the timing of the earlier utility projects and now the road projects, would not be a reality in 2019. If given the flexibility between 2019 and 2020, this is a project that can “easily” be designed by our staff, at a cost less than the $20k, and then executed as time permits. This IFC and recommendation is to allow the Quiet Zone Project to have a more flexible completion date of 2020 so that we can more cost effectively design the project utilizing internal resources. RECOMMENDATION: It is the staff’s recommendation that we allow for a year delay in the Quiet Zone project in order to accommodate the design by village staff, resulting in the better utilization of resources.  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: St. John’s and Pine Street PREPARED BY: James Fenlon, Administrator REPORT DATE: May 10th, 2019 EXPLANATION: As you know, the Village and St. John’s have had a long standing conversation going back nearly a decade on how we best collectively address Pine Street and future efforts related to vacation, parking, and utilities. Attached to this IFC is the following: - 2017 Memo of Understanding - 2014 Resolution and background data - 2012 Resolution and background data Staff recently met with parish leaders and reviewed the relevant information. It now appears that everyone is ready to move forward with the 2017 agreement. This information is provided for review so that we can bring the agreement back before the board for formal action in early June. From that point, parish leaders will move the process along through the formal church channels. RECOMMENDATION: Provided for review. Staff will recommend approving the agreement as presented.  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Outagamie County Sirens PREPARED BY: James Fenlon, Administrator REPORT DATE: May 10th, 2019 EXPLANATION: Attached to this IFC is correspondence to the village from Outagamie County that was recently received. One note, the letter references a resolution attached and it was not, so we have requested that document from county legislative services. Bottom line, the county is asking for a decision on taking ownership of the sirens by August 15, 2019. I would recommend the following: - Take ownership of the sirens via resolution adopted by this body prior to August 15th - Initially, stay on the county system until a better option presents itself for siren operation. - The resolution should provide the case for keeping the sirens, including the following information: • While no one medium can protect all residents all the time, outdoor warning sirens have historically been the most cost effective. • Even in an age of technology and weather radios, the sirens are still a vital component for some of our more vulnerable residents. • Communities in the Midwest continue to rely on sirens, including larger metro areas like Dane County, WI and Nashville, TN. • The cost to operate/maintain and acquire these sirens, when averaged over the lifecycle of a siren, is less than $2,000 annually. Quite frankly, it seems like a wise use of resources from an emergency preparedness perspective. • The county’s decision is shortsighted in that under the newly proposed paradigm, there is the potential for 43 sirens to be operated or not by 21 different municipalities. • All county residents and visitors to our communities deserve better. RECOMMENDATION: Provided for discussion and direction.