Village Board

AGENDA LITTLE CHUTE SPECIAL BOARD MEETING PLACE: Little Chute Village Hall DATE: Wednesday, July 10, 2019 TIME: 6:00 p.m. A. Call to Order B. Roll Call C. Public Appearance for Items Not on the Agenda D. Approval of Minutes Minutes of the Regular Board Meeting of June 19, 2019 E. Discussion—Crosswind Subdivision Parking-Gardenia and Tulip F. Discussion—Consent Agenda G. Action—Little Chute Fire Department-Request for Proposals H. Discussion—Preliminary 2020 Budget Guidance I. Discussion—Joint Library Update J. Discussion/Action—Fox River Boardwalk Grant Agreement K. Discussion—Summer Hours in 2020 L. Disbursement List M. Call for Unfinished Business N. Items for Future Agendas O. Closed Session: a)19.85(1)(c) Consideration of Employment, Promotion, or Performance Evaluation Data of any Public Employee of the Village of Little Chute. Personnel and Succession Planning b)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 Proposals P. Return to Open Session Q. 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 5, 2019  MINUTES OF THE REGULAR BOARD MEETING OF JUNE 19, 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 Larry Van Lankvelt, Trustee John Elrick, Trustee Skip Smith, Trustee Bill Peerenboom, Trustee Brian Van Lankveldt, Trustee David Peterson, 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 Dan Meister, FVMPD Police Chief Chris Murawski, Village Engineer EXCUSED: Steve Thiry, Library Director Tyler Claringbole, Village Attorney Public Appearance for Items Not on the Agenda Mr. Pat Rutten, 401 Orchard Lane, Little Chute addressed a safety issue with an area of the sidewalk adjacent to Hickory Lane Mobile Home Park. Director Taylor will meet with Mr. Rutten for further discussion. Other Informational Items—May Fire Monthly Report and May Report and League of Wisconsin Municipality Mutual Insurance Correspondence Approval of Minutes Minutes of the Regular Board Meeting of June 5, 2019 Moved by Trustee Smith, seconded by Trustee Peterson to Approve the Minutes of the Regular Board Meeting of June 5, 2019 Ayes 7, Nays 0 – Motion Carried Presentation—Outagamie County Highway Department—Evergreen Drive and County Highway OO Mr. Dean Steinburger, Outagamie County Highway Commissioner presented information for discussion on future County/Village Projects. Department and Officers Progress Reports Departments and Officers provided progress reports to the Board Action—Approve Operator Licenses Moved by Trustee Smith, seconded by Trustee Van Lankveldt to Approve Operator Licenses as presented Ayes 7, Nays 0 – Motion Carried Action—Approve 2019/2020 Liquor Licenses Moved by Trustee Elrick, seconded by Trustee Peterson to Approve 2019/2020 Liquor Licenses as presented Ayes 7, Nays 0 – Motion Carried Action—Adopt Resolution No. 15, Series 2019 Compliance Maintenance Annual Report (CMAR) Moved by Trustee Van Lankvelt, seconded by Trustee Elrick to Adopt Resolution No. 15, Series 2019 Compliance Maintenance Annual Report (CMAR) Ayes 7, Nays 0 – Motion Carried Action—Approve Special Event Permit for Bazaar After Dark on July 31, 2019 Moved by Trustee Elrick, seconded by Trustee Van Lankveldt to Approve Special Event Permit for Bazaar After Dark on July 31, 2019 Ayes 7, Nays 0 – Motion Carried Action—Approve Temporary “Class B” Retailers License for Bazaar After Dark Moved by Trustee Elrick, seconded by Trustee Smith to Approve Temporary “Class B” Retailers License for Bazaar After Dark Ayes 7, Nays 0 – Motion Carried Discussion/Action—Approve Request for Proposal for Banking Services Director Remiker-DeWall presented information to the Board for improving overall Banking Service. Moved by Trustee Van Lankvelt, seconded by Trustee Peterson to Approve Request for Proposal for Banking Services Ayes 7, Nays 0 – Motion Carried Action—Committee/Commission Appointments Jim Moes—Joint Library Jessica Schultz—Utility Commission Jerry Kerkhoff—Board of Review Betty Senso—Sexual Offender Registry Board Moved by Trustee Elrick, seconded by Trustee Van Lankvelt to Approve Committee/Commission Appointments as presented Ayes 7, Nays 0 – Motion Carried Action—Vandenbroek Parking Removal Moved by Trustee Elrick, seconded by Trustee Smith to Approve the Removal of No Parking Restrictions on Vandenbroek Road as presented Ayes 7, Nays 0 – Motion Carried rd Discussion/Action—July 3 Regular Board Meeting Moved by Trustee Van Lankveldt, seconded by Trustee Elrick to Cancel the July 3rd Regular Board Meeting Ayes 7, Nays 0 – Motion Carried Disbursement List Moved by Trustee Peerenboom, seconded by Trustee Smith to Approve the Disbursement List and Authorize the Finance Director to pay all vendors Ayes 7, Nays 0 – Motion Carried Call for Unfinished Business Trustee Van Lankvelt inquired about porta pottys on the Island Trail 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 Proposals Moved by Trustee Peterson, seconded by Trustee Elrick to enter into closed session Ayes 7, Nays 0 – Motion Carried Return to Open Session Moved by Trustee Peterson, seconded by Trustee Elrick to exit closed session Ayes 7, Nays 0 – Motion Carried Adjournment Moved by Trustee Peterson, seconded by Trustee Elrick to Adjourn the Regular Board Meeting at 7:44 p.m. Ayes 7, Nays 0 – Motion Carried VILLAGE OF LITTLE CHUTE By: ___________________________________ Michael R. Vanden Berg, Village President Attest: Laurie Decker, Village Clerk  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Parking on Gardenia Avenue, Tulip Trail and Golden Hill Court PREPARED BY: James Fenlon, Administrator REPORT DATE: June 26, 2019 EXPLANATION: In 2017 and 2018, Village staff was given the dates for major events at the City of Appleton’s Youth Sports Complex and we installed temporary no parking signage on Gardenia and small portion of Tulip Trail. This year, we missed an event that occurred in May and parking from the complex event created a negative situation. We now have the dates for the remainder of 2019. This issue in particular is that when both sides of Gardenia are parked with vehicles, there is a lack of room for two way traffic, lack of access for safety vehicles, and with the lack of sidewalks it creates an unsafe situation for pedestrians. On June 5th of this year, Chief Meister, Kent Taylor and I met with a group of engaged residents to discuss the situation on site. After that discussion, the following seem to be the available alternatives to the issues related to the sports complex and restricting parking during events: 1. Continue to temporary no park the road on event weekends only. 2. Install permanent no parking signs on the north side of Gardenia and a small portion of the west leg of Tulip Trail (undetermined at this time if the east or west side of the road). 3. Install permanent no parking signs on both sides of Gardenia and a small portion of the west leg of Tulip Trail. Other issues do exist on Gardenia Drive, in particular the neighbors complain of speeding between French Road and Cherryvale Ave. FVMPD has used the speed boards in the past and they have determined that it is what is typically observed with a residential connector. The other matter that seems to occur with the amount of transient parking is that people park over the curb or park too close to intersections or driveways. These matters are more of an enforcement matter, whereas the parking restrictions is more of a policy related matter. At our July 10th meeting, we will be inviting the residents of the Crosswinds subdivision to hear their opinions on the topic. For the remainder of 2019, we will temporarily provide the no parking signs. Once we have had a chance to hear from the residents, the Board can decide what course of action you would like to take with regards to parking. For reference, the memo from early 2017 on this topic and street map of the subdivision is attached to this memo. RECOMMENDATION: Provided for discussion and to provide a well-rounded engagement opportunity with residents of the Crosswind subdivision.  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Event Parking on Gardenia Drive PREPARED BY: James P. Fenlon, Administrator REPORT DATE: February 22, 2017 ADMINISTRATOR'S REVIEW/COMMENTS: ( See Below ) EXPLANATION: In December of 2016, staff invited residents of the new subdivision to a meeting where we discussed the following items: - When an event is occurring at the Sports Complex and parking, the primary matter the Village should concerned about is emergency/public safety ability to navigate the area and have the ability to respond in a timely and safe manner. - Pedestrian and resident safety in navigating the roadways when parking is utilized on both sides of the roadway - Creating permit parking or event parking restrictions, whether permanent or deployable, create enforcement and workforce concerns - At some point, Gardenia and Tulip will be reconstructed with concrete streets and sidewalks, but not for at least another 18 years. - The most effective solution to address the primary concern of public safety would be to restrict parking on the south side of Gardenia Drive for the 2017 sports season. At conclusion of that meeting, staff reached out to officials from the City of Appleton. In those discussions, City staff informed us that they encounter the same issues during 4 or 6 of the larger events held at the complex annually. In those situations, the City’s DPW team put up temporary no parking signs and then takes them down following the event. The City has been executing this effort for the past number of years and they feel it addresses the public safety concerns cited above with relative little manpower costs. In addition, they feel that this effort provides the residents with full parking opportunities the remainder of the year. With that in mind, the recommendation from Village of Little Chute staff for the 2017 event season is to replicate Appleton’s efforts in our community. Staff would install temporary no parking signs on the Friday of major events (outreach to the complex has already occurred and their schedule for 2017 is already set). The no parking would be for the south side of Gardenia on these weekends. Those signs would then be taken down on the following Monday, allowing for full use of the road for residents in all other times. Following the 2017 event season, village staff will review these efforts for the effectiveness of enforcement, expense of manpower and the issue of public safety. If we need to course correction following the 2017 season, staff will bring forth a new recommendation in late 2017 or early 2018. For background, the IFC from December 2016 is attached to this document. RECOMMENDATION: Direct staff to install temporary no parking signs on major event weekends and then re-evaluate following the 2017 season.  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Consent Agenda PREPARED BY: James Fenlon, Administrator REPORT DATE: July 2nd, 2019 EXPLANATION: Following our last meeting, the Village Clerk and I had a quick conversation regarding the topic of consent agendas. She rapidly conducted some research and drafted a resolution that would be used to implement change. Attached to this IFC is a resource from Board Source, a website dedicated to providing resources for boards and organizations, which illustrates the benefits of moving to a consent agenda. Additionally, a DRAFT Resolution is attached highlighting the Village Board’s justification and mechanics of moving to implement a consent agenda process in Little Chute. A few items that we see potentially being included in the consent agenda process include (but not limited to): - Minutes of previous meetings - Committee minutes - Bartender licenses - Special event permits - Resolutions that are non-controversial or annual in nature - Distribution list The nice feature of the consent agenda process is that any item can be removed from the process at the direction of the board and as we implement, we may find that either more or less items could be added into the process. At the end of the day, the goal is to allow you to focus more of your limited time to larger, strategic topics. RECOMMENDATION: Provided for discussion and direction. Pending feedback, staff will present for action at our Regular Board meeting on July 17th, 2019. MEETING CHALLENGES, CHALLENGING MEETINGS Board meetings are the ultimate venue for executing the complementary responsibilities of oversight and strategy. Collectively, the board must satisfy legal requirements and provide programmatic, financial, and ethical oversight. As strategists, board members shape the future of the organization. Equally important — but often overlooked — board meetings bring together the governing body that is responsible for the organization’s health and sustainability. Board members must be well informed about the opportunities and challenges facing the organization and ensure that the organization has appropriate strategies, plans, and resources to meet them. A consent agenda can turn a board meeting into a meeting of the minds around the things that matter most. A consent agenda is a bundle of items that is voted on, without discussion, as a package. It differentiates between routine matters not needing explanation and more complex issues needing examination. While not difficult to use, a consent agenda requires discipline in working through the following seven steps: 1. Distribute materials in advance 2. Read materials in advance 3. Introduce the consent agenda at the meeting 4. Remove (if requested) an item from and accept the consent agenda 5. Approve the consent agenda 6. Document acceptance of the consent agenda With a consent agenda, what might have taken an hour for the board to review, takes only five minutes. Because it promotes good time management, a consent agenda leaves room for the board to focus on issues of real importance to the organization and its future, such as the organization’s image and brand, changing demographics of its constituents, or program opportunities created by new technology. WHAT DOES — AND DOES NOT — BELONG ON A CONSENT AGENDA? In setting the board meeting agenda, the board chair and administrator recommend what items TIP BOX warrant full board discussion. While their best To test whether an item should be included in the consent agenda, ask guess sets the agenda, all board members have an opportunity in the board meeting to “second  Is this item self-explanatory and guess” that preliminary decision and remove uncontroversial? Or, does it contain an items from the consent agenda for discussion. issue that warrants board discussion?  Is this item “for information only”? Or, is it needed for another meeting agenda issue?  Do we need to confirm a previously discussed issue? Or, do we need to continue the discussion? COMMONLY FOUND ITEMS Items commonly found on consent agendas include:  Minutes of the previous meeting. There is no need to read the text of the minutes of a previous board meeting at a current one.  Confirmation of a decision that has been discussed previously. Some decisions may need a final administrative touch before the board can vote on them. After such details are resolved, the board may vote on the item via consent agenda at the next meeting.  Committee reports. Committee reports often contain important information and sometimes recommendations for board approval or resolution. To the extent that such matters do not need discussion and are supported by written materials provided ahead of the board meeting, they may be better assigned to the consent agenda.  Informational materials. To educate members about the organization, staff provides the board with reports and documents that do not require any action. These might include human resource policies, statistics on compensation levels in similar local organizations, a copy of the IRS Form 990 before it is filed, or a real estate analysis of the local market. However, if these materials relate to discussion items, they should be included as a part of that agenda item rather than placed on the consent agenda.  Updated organizational documents. Organizational documents periodically need to be updated. Rather than waste meeting time, updates — such as typographical errors in a document that requires board approval, new dates or locations for board meetings, changes to the organization’s name or address in legal documents, revisions to the bylaws after changing the title of the staff— may be added to the consent agenda.  Routine correspondence. The board may need to sign standard letters to donors, renew major vendor contracts (whose terms have already been renegotiated), or confirm a conventional action (such as opening a bank account) that requires board approval as stated in the bylaws. STEPS TO USING A CONSENT AGENDA The following steps outline how to use a consent agenda successfully. 1. Distribute materials in advance. All items included on the consent agenda must be supported by documents that enable board members to make informed decisions. The clerk sends materials supporting items on the consent agenda to the board sufficiently in advance of the meeting to permit review. Committees and staff may also have to circulate memoranda. 2. Introduce the consent agenda at the meeting. The consent agenda is usually listed as the first item on the board meeting agenda. The board chair notes the items on the consent agenda and asks if any board member wishes for an item to be removed. This is the final moment for board members to raise their concerns.  3. Remove (if requested) an item from and accept the consent agenda. If a board member has a question, wants to discuss an item, or disagrees with a recommendation, he or she should request that the item be removed from the consent agenda. Without question or argument, the board chair should remove the item from the consent agenda and add it to the meeting agenda for discussion. If a board member needs to abstain from voting on a particular item in the consent agenda, he or she can make this explicit ahead of time and the item need not be removed. 4. Approve the consent agenda. If no one requests that an item be removed from the consent agenda, a simple unanimous yes vote is needed. The chair asks the board for a motion to approve the consent agenda in its entirety. After a motion and a second, the chair asks the board for its approval of the consent agenda. The board votes on the consent agenda items as a whole. The vote will, of necessity, be unanimous since any disagreement with an item should have been expressed earlier and the item removed from the consent agenda. 5. Document acceptance of the consent agenda. The minutes, circulated after the meeting, state that the consent agenda was approved unanimously and indicate which, if any, items were removed and addressed separately. All supporting materials should be saved with the agenda to demonstrate the information on which the board based its decision. THE ULTIMATE BENEFIT: BETTER BOARD PERFORMANCE It’s worth repeating: The main purpose of a consent agenda is to liberate board meetings from administrative details, repetitious discussions, and misdirected attention. The main benefit is better governance. Consent agendas allow the board to regularly dig deeper on strategic issues rather than take a superficial pass on a lot of issues. Traditional board meetings often focus on the past, learning about activities and results that occurred since the last meeting. Board members listen, ask for explanations, and seek assurance that staff has thought of everything. This leaves limited opportunity to focus on the future – how the community is changing, what programs will be most valuable, and ways the organization may need to evolve to best fulfill its mission. The consent agenda removes one of the obstacles — limited time — to engaging the board meaningfully. With a consent agenda, the board is positioned to become an active participant in exploring the opportunities and challenges the organization faces today and in the future because routine business is handled efficiently.  VILLAGE OF LITTLE CHUTE RESOLUTION NO. SERIES 2019 A RESOLUTION PROVIDING A CONSENT AGENDA PROCEDURE WHEREAS, the Village of Little Chute Board of Trustees desires to use a consent agenda to expedite non-controversial items that require no discussion and are before the Board of Trustees; and WHEREAS, it is necessary and appropriate to approve a procedure for consent agendas to assure all Trustees understand and agree on the process; and WHEREAS it is necessary to assure that abuse of the procedure is avoided. NOW THEREFORE, BE IT RESOLVED by the Village of Little Chute Board as follows: 1. The Village of Little Chute adopts and approves the use of a Consent Agenda process during its meetings. 2. The Village of Little Chute board authorizes all committees and boards of the Village to use the Consent Agenda format. 3. The Village of Little Chute adopts the following policy that governs Consent Agenda use until such time as this resolution is amended by the Board of Trustees. A. Location on the Agenda a. Any removal of Consent Agenda items to the meeting agenda will occur immediately prior to approval of the meeting agenda. b. The village clerk will place the Consent Agenda on the meeting Agenda under the heading “Consent Agenda” and locate it immediately prior to any business being taken up by the trustees. B. Items Placed on the Consent Agenda The Village Administrator will make every attempt to place items on the Consent Agenda that are noncontroversial including, but not limited to the following: a. Minutes b. Disbursement List c. Authorizing the administrator to act on behalf of the Board of Trustees by signing any documents required as a result of any action of the Board of Trustees during the meeting d. Special Event Permits e. Updated organizational documents  f. Operator Licenses g. Temporary “Class B” Retailer’s License h. Non-controversial resolutions i. Other routine items j. Items which have been thoroughly discussed previously C. Items Not To Be Placed on the Consent Agenda a. Contracts b. Ordinances c. Audits D. Removal of Items from the Consent Agenda Upon any trustee indicating that the trustee wishes to discuss a particular consent agenda item, the clerk will remove that item from the consent agenda and place the item in an appropriate location on the meeting agenda. E. Discussion of Consent Agenda Items Trustees will not discuss any item remaining on the Consent Agenda after the opportunity to remove items from the Consent Agenda has passed. F. Consent Agenda Voting When Trustees take up the consent agenda, the only order of business is a motion to approve or a motion to disapprove ALL items on the Consent Agenda. Trustees will not vote on individual Consent Agenda items. Introduced, approved and adopted: July 17, 2019 VILLAGE OF LITTLE CHUTE By:__________________________________ Michael R. Vanden Berg, Village President Attest:___________________________________ Laurie Decker, Village Clerk  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Request for Proposal (RFP) - Level of Service Audit/Organizational Study for Fire Services PREPARED BY: James Fenlon, Administrator REPORT DATE: June 26, 2019 EXPLANATION: Recently the Village of Little Chute and Little Chute Fire Department released a Request for Proposals for a level of service audit and organizational study for fire services. The Village of Little Chute received three proposals, all from qualified firms, and the scope of services requested in the RFP process was proposed in each of the three studies. The firms proposed costs as follows: - Public Administration Associates LLC - $10,500 - McGrath Consulting Group, Inc. - $19,950 - RW Management Group, Inc. - $23,900 After careful review and consideration, the Fire Department is recommending and Village Administrator concurs that the Village of Little Chute enter into a contract with Public Administration Associates LLC for a fee of $10,500 and an additional $700 for direct expenses. RECOMMENDATION: Approve the proposal for a Level of Service Audit/Organizational Study for Fire Services from Public Administration Associates, LLC at a cost not to exceed $11,200.  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION I TEM DESCRI PTI ON: 2020 Budget Guidance, Calendar and related documents PREPARED BY: James P. Fenlon, Administrator REPORT DATE: July 5th, 2019 EXPLANATION: This is the start of the annual budget process. The goal behind presenting the guidance, calendar and other related documents is to give the Board an opportunity to be more involved in the process. Also, if you were to have larger policy related items that may have budget impacts, it would be more productive to have those discussions now versus at the time of formal budget adoption. On July 17th, I will be asking that the Board of Trustees formally approve the guidance and related documents. The attached guidelines highlight various items related to personnel and other costs. New this year, I am asking that all Departments adhere to budgets that meet or beat the Expenditure Restraint Program increases. In addition, the attached calendar identifies the timelines and milestones within the budget process. The goal of this document is to portray how we currently see the timeline being executed for the 2020 budget. Given the numerous points of intersect with external organizations, impacts to personnel (wages and insurance), and other factors, these timelines could shift through the process. It is also worth noting the Joint Budget date not shown at this point and will be updated with the Village of Kimberly in the near future. Finally, the budget request worksheet is added to provide an avenue for department information with regards to creating well-reasoned requests. Again, this will be presented for action at the July 17th Regular Board Meeting. RECOMMENDATION: Provided for information.  Village of Little Chute 2020 Budget Process 2020 Department Guidance 1. Personnel line items for non-represented employees in the past have been cross- referenced by both BLS CPI data (federal) and Wisconsin Employment Relations Commission (WERC). As evidenced by the th June 12 , 2019 release of BLS CPI data, the data shows a 1.8% increase over the previous 12 months (https://www.bls.gov/news.release/pdf/cpi.pdf). When it comes to WERC data, they show that for 12/1/2019 that CPI for CBA’s should be at 2.17% (http://werc.wi.gov/doaroot/cpi-u_chart.htm). It should also be noted the FVMPD PPA will be renegotiating a contract for 2020, so the association’s COLA is unknown at this time. Preliminarily, I would propose a 2.0% COLA for all non-represented regular staff. As we are able to work through budget impacts, we can define what that increase equates from an expense perspective and ensure that the increase is responsible and achievable. Should we have to amend this approach we will bring any changes to the Board of Trustees during budget workshops. 2. WRS rates have been released and are attached to this document for all departments. In short, General Employees will see an increase in rates of 0.4% (half of which is covered by the employer and the other half covered by the employee). Protective with Social Security will see an increase of 1.22% (0.2% covered by the employee and the other increases covered by the employer). Please make note of this as you begin working on your department’s budget. 3. As it pertains to the other figures impacting personnel, these figures will be released by the Finance Director as appropriate under normal timeframes. This would be for items such as health insurance premiums. 4. CIP requests will be consistent with 2019-2023 CIP. In essence, sliding “new” projects into 2020 unless Board/ADMIN or special circumstance exists. CIP requests should be consistent with foundational documents (Comprehensive Plan, Park Plan, previous CIP, Strategic Plan, Board or Legislative Authority guidance). 5. Budget requests for new personnel, programming, and equipment (technology included) must be accompanied by the attached “Budget Request Form”. This will help the department, the Finance Director and Administrator, and the Village Board understand requests that propose changes from current budget. Pending the number of submittals, this will also enable prioritization. Lastly, submittals will be used in Budget Workshops and budget documents. 6. Discontinuation – This is also an option for programs, service or personnel and the form should be used as appropriate. 7. For the 2020 budget submittal, I am asking that all departments limit any budget increase to less than that of the Expenditure Restraint Program, which is currently estimated to be 2.5%. This is not to say that your increase cannot be less than the ERP amount. This is simply establishing the ceiling for growth. Budget growth should be controlled to the maximum extent. If you are proposing increases, ideally you are also identifying offsets, efficiencies or other gains that can be explained within the aforementioned “Budget Request Form”. 8. Fees – If fees are a significant component to your budget, please update the Administrator and Finance Director as to the last time an increase or review was held of the current structure. Any change to the fee schedule should include market comparisons and a planned discussion with the Board of Trustees. 9. Mission statement, accomplishments, goals and metrics will be required to be updated as appropriate and submitted to finance along with supporting documentation during the budget process.  Village of Little Chute 2020 Budget Request 2020 Department Request Department Information Department: Title of request/Project: Fiscal Year Impact (one time and recurring): Type of request: Personnel Equipment Programs Other/Discontinuation If “other”, please explain: Fund Line Item Detail: Amount: Explanation of Request Comments on projected efficiencies/savings related to this request Projected offsets within your budget related to this request How does this request align with the foundational organizational documents, plans or strategies? Other Comments  VILLAGE OF LITTLE CHUTE 2020 BUDGET CALENDAR POLICY DATE CALENDAR DATE INFORMATION TO BE COMPLETED 31-Jul-19 Departmental CIP Drafts Due with Individual Project Sheets August 1st to August 15th Department Heads to Meet with Village Administrator (Discuss 2020 Budget needs) 1-Aug-19 Operating Budget Instructions/Template Available (FINANCE) Fifth Friday in August 30-Aug-19 2019-2023 Capital Improvement Budget Final - Village Administrator Review First Friday in September 7-Sep-19 Operating Budgets Due to Finance 9/7/2019 - 9/28/2019 Finance Review/Completion of Operating Budget First Wednesday in September 4-Sep-19 2020-2024 Capital Improvement Plan Presentation - Village Board Third Tuesday in September 17-Sep-19 CIP Update - Utility Commission (Discussion Item) Third Wednesday in September 18-Sep-19 Adoption of 2019-2023 Capital Improvement Budget by the Village Board** Fourth Friday in September 28-Sep-19 2018 Operating Budget to Village Administrator First Wednesday in October 3-Oct-19 Budget Work Session with Village Board (Regular Board) Second Wednesday in October 10-Oct-19 Budget Work Session with Village Board (Committee of the Whole) Third Tuesday in October 16-Oct-19 Approval of Utility Budgets - Utility Commission** Third Wednesday in October 17-Oct-19 Budget Work Session with Village Board (Regular Board) Fourth Wednesday in October 23-Oct-19 Budget Work Session with Village Board (Committee of the Whole) Fifth Wednesday in October 30-Oct-19 Budget Work Session with Village Board (Committee of the Whole) First Wednesday in November 6-Nov-19 Adoption of 2019 Operating Budget by Village Board** August 1 - Equalized Value Released by State Health Insurance Open Enrollment is October 1 - October 26, 2018 (TBD) ** - Denotes Action P:\Finance Department\2020 Budget\2020 Budget Calendar.xlsx  Village of Little Chute REQUEST FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: Fox River Boardwalk DNR Grant Contract PREPARED BY: Adam Breest, Parks, Recreation, & Forestry Director REPORT DATE: July 5, 2019 ADMINISTRATOR'S REVIEW/COMMENTS: No additional comments to this report: ______________________________ See additional comments attached: _________________________________ EXPLANATION: In 2018, the Village’s grant application with the State of Wisconsin Department of Natural Resources was selected for a grant in the amount of $572,712 for the Fox River Boardwalk project. Since then, our application has gone through the state joint finance review and several other reviews and discussions. The Village has now been presented with the official grant agreement for the project. The agreement being proposed between the Village and the State is for a grant in the amount of $639,000. This is $66,288 more than the initial grant amount. This is because our project was selected to receive extra funds from another project that did not need all their requested funds. The grant is broken down between two separate state grant programs. These are Acquisition and Development of Local Parks and Urban Rivers. The breakdown is below. • Acquisition and Development of Local Parks - $483,274 • Urban Rivers - $155,276 Village staff are seeking approval of the grant agreement between the State and the Village. The grant agreements have been reviewed by the Village’s legal team. A separate grant agreement will be arriving shortly for the National Park Service grant that was awarded to the project. At this time, we have received or allocated $3,426,374.76 towards the Fox River Boardwalk project. This funding includes budgeted money from both the City and Village, federal/state/local grants, and private donations. The project estimate that was provided in spring of 2018 is $3,277,876. ATTACHMENTS: DNR Stewardship Grant Agreement – Urban Rivers and Acquisition and Development of Local Parks. RECOMMENDATION: Action to enter into an agreement with the State of Wisconsin to accept the state’s grants for the Fox River Boardwalk Project  Village of Little Chute INFORMATION FOR VILLAGE BOARD CONSIDERATION ITEM DESCRIPTION: 2020 Summer Hours PREPARED BY: James Fenlon, Administrator REPORT DATE: July 5th, 2019 EXPLANATION: For information, attached to this IFC is Policy 401 from the 2019 Personnel Manual (http://www.littlechutewi.org/DocumentCenter/View/5357/2019-Personnel-Manual) on work hours. Per the policy, Village Offices are to be open from 8 AM to 4:30 PM. Additionally, the policy allows each Department the ability to establish a flexible schedule to enhance the ability of the Village to fulfill its responsibilities, to render services to the public, and to enhance employee morale. With that being said, Village Hall and other Departments will be looking at the possibility of instituting a flexible schedule from August 5th through August 30th in 2019 as a pilot that maintains hours, services and flexibility for employees. The goal of this pilot effort will be to inform each department of our ability to implement a more robust flexible summer schedule in the summer months of 2020 from May through August. RECOMMENDATION: Provided for information.