Field Committee

CITY OF SHAWANO FIELD COMMITTEE AGENDA THURSDAY, MAY 29, 2025 8:30 AM SHAWANO CITY HALL, 127 S. SAWYER STREET, SHAWANO, WI https://us02web.zoom.us/j/83207515599?pwd=IppIX16PSpwzBUEX6HSVNqnqgUybny.1 MEETING ID: 832 0751 5599 PASSCODE: 965496 1) CALL TO ORDER 2) PLEDGE OF ALLEGIANCE 3) ROLL CALL OF MEMBERS 4) APPROVAL OF AGENDA 5) APPROVAL OF PRIOR FIELD COMMITTEE MEETING MINUTES 6) CORRESPONDENCE 7) PUBLIC COMMENT If anyone is present and wishes to speak during public comment, they shall state their name and address for the record. Public comment participants shall be limited to 3 minutes of time to speak/present. Please note that Committee/Commission members do not typically engage with participants during this portion of the meeting. 8) ELECTION OF OFFICERS 9) REPORTS A. Engineer's Report B. Public Works Director's Report 10) CONSIDER/APPROVE ACTION ITEMS A. Submission of the 2026 Community Development Block Grant - Public Facilities (CDBG-PF) application B. Completion and Submission of the 2024 Compliance Maintenance Annual Page 1 of 31  Report (CMAR) C. Second driveway request at 733 W. 1st Street 11) DISCUSSION REGARDING THE 5-YEAR CAPITAL IMPROVEMENT PLAN (CIP) FOR PUBLIC WORKS 12) FUTURE AGENDA ITEMS At this time, Committee/Commission members may request to have items placed on the next meeting's agenda for discussion and/or action. 13) ADJOURNMENT * NEXT MEETING DATE: JUNE 24, 2025 @ 8:30 AM DISABLED ACCESSIBLE (contact City Hall at 715-526-6138) It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above-stated meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. OPEN MEETING LAW COMPLIANCE This agenda was posted in 3 public places (City Hall, Premier Community Bank and the Shawano Library) as well as sent to local news media. Therefore, all laws regarding posting of agendas for open meeting law compliance have been met. Page 2 of 31  FIELD COMMITTEE MINUTES April 29, 2025 8:30 AM Shawano City Hall, 127 S. Sawyer Street, Shawano, WI CALL TO ORDER • The meeting was called to order at 8:30 am by Alderperson Hoeffs. PLEDGE OF ALLEGIANCE ROLL CALL OF MEMBERS • Committee Members Present: Mayor Milavitz and Alderperson John Hoeffs, Mark Braun, Joe Cicero, & Aaron Wallrich. • Staff Present: Administrator Eddie Sheppard, Public Works Director Mike Mahloch, & Deputy Clerk Leah Pierquet. APPROVAL OF AGENDA • A motion was made by Wallrich, seconded by Cicero, to approve the agenda. Motion carried by voice vote 4-0. APPROVAL OF PRIOR FIELD COMMITTEE MEETING MINUTES • A motion was made by Braun, seconded by Wallrich, to approve the Field Committee minutes. Motion carried by voice vote 4-0. CORRESPONDENCE • None. PUBLIC COMMENT • None. CONSIDER/APPROVE ACTION ITEMS • Installation of user-activated crosswalk at Airport Dr. on the Mountain Bay Trail.  Shawano Pathways has proposed a crosswalk signal on Airport Drive at the Mountain Bay Trail.  Shawano Pathways is willing to pay for the signals, and the City of Shawano is willing to take on the installation cost of the poles.  The three user-activated crosswalks within the city have been very well received.  Airport Drive is a county road.  Mike Mahloch met with Grant Bystol from the County Highway Department and discussed plans for the installation. Bystol agrees that this would be a good addition to the crosswalk.  Shawano Pathways has agreed to pay the cost of the user-activated crosswalk lights and materials up to $20,000. The total cost of light pole assembly is $20,760.10. The additional $760.10 for installing the poles will come from DPW CIP savings. Wallrich asked what the cost of installation would be. Mahloch responded that the price is minimal, public works will have to pour the concrete into the tubes, and build the rebar. Cicero asked about the maintenance of the other poles. Mahloch responded that there have been no maintenance costs for the other poles at this point. The signals are run off of self-contained solar power batteries, and the batteries should last about 10 years. Wallrich asked if Pathways could check these a few times a year and give the Field Committee a report. Mahloch responded that it was something he would look into. Page 1 of 2 Page 3 of 31  Cicero asked what the legal requirements are. Administrator Sheppard stated that this is an additional safety feature and is not legally required. Mayor Milavitz asked if the one on Waukechon could be user-activated? Administrator Sheppard responded No, it is not. Mahloch stated that SMU is not going to charge Public Works for helping install the signal; they are donating their time for this project. Wallrich stated that Pathways came to the Field Committee years ago and laid out their plan, and they have executed that plan over the years. Mahloch stated there is a chirp sound for the visually impaired that will lead them to the user-activated button. Motion by Braun to approve the installation of user-activated crosswalk at Airport Dr. on the Mountain Bay Trail, seconded by Wallrich. Motion approved by voice vote 4-0. FUTURE AGENDA ITEMS • Alderperson Hoeffs asked if public works could crack-seal the Mountain Bay Trail from the Depot to American Marine's storage shed on Waukechon. Administrator Sheppard was asked to give a wheel tax review to the Field Committee. Sheppard is working on a quarterly report to present at the next meeting. Wallrich asked if the committee could go over the plan for roads for the next 5 years. Administrator Sheppard stated that staff is working on the CIP budget and can have that information for the committee in a future meeting. The railroad tracks on Center Street are missing wood, making it hard to get across. Administrator Sheppard will check with Matt Pleshek on this topic. ADJOURNMENT • Motion to adjourn made by Braun, seconded by Wallrich. Motion carried by voice vote 4-0. Meeting adjourned at 8:48 AM. Respectfully submitted, Leah Pierquet, Deputy Clerk NEXT MEETING DATE: MAY 27, 2025 Page 2 of 2 Page 4 of 31  ENGINEER’S PROGRESS REPORT FOR MAY 2025  The 2025 HMA Street Paving construction contract with NEA, Inc. is 80% completed with new HMA pavement on Lieg Avenue and final paving scheduled this week for McDonald Road, Balsam Court and the City Parking Lot behind DOTCOM Branding.  Asphalt Seal & Repair has completed their crack filling work for 2025 on Beauprey Rd, Engel Dr, Birch Hill Ln, Prospect St, Sunrise Ln, Hillside Ln, Ashberry Ct, Cleveland St and Lieg Ave.  The sanitary sewer main extension plans have been completed and submitted to the WDNR for approval on Engel & Airport Dr for the proposed Shawano Family Dental development.  The Pine View Estates IV plat has been developed along with street and utility plans for their next phase of condo/residential development east off from Timber Trail and Piccadilliy Circle by Davel Engineering. A developers’ agreement will be considered with the private developer HNKZ, Inc for construction of the first phase of the plat.  A change management request for additional funding on the W. Green Bay Street project was accepted by WisDOT. The scope of the project was slightly changed with elimination of the block between the Wolf River bridge and Bartlett Street. In addition, the City has agreed to up their cost sharing of the project from 20% to 30%. The design and R/W acquisition will continue with a scheduled 2027 construction of the proposed project!  Jimmy Johns sandwich shop development is under construction with utility connections completed into E Green Bay Street. A full pavement patch will be completed at the end of their construction this summer.  A Transportation Economic Assistance (TEA) grant application project is being considered for repaving of E Richmond Street (Waukechon to Rusch) and Industrial Drive (RR Tracks to E Richmond) for 2026. The project will have to be done in partnership with Charter Aarrowcast for meeting the job retention eligibility requirement. If awarded, the grant will award 50% funding of the project not to exceed 1 million dollars.  WisDOT along with JT Engineering held public comment meetings for the Main Street (STH 22, 47 & 55) pavement replacement project from Zingler Ave to the Shawano Channel Bridge. WisDOT construction is scheduled for 2028.  Safe Step LLC will be contracted this coming construction season for sawing concrete sidewalk trip hazards in the downtown business district pedestrian walking areas.  Project development for the 2026 Community Development Block Grant – Public Facilities (CDBG‐PF) application has commenced with MSA, Inc. A proposal with MSA, Inc. for the required income survey and project application preparation will be considered for approval at this May 2025 Field Committee meeting. Project location, narrative scope and estimates are provided for consideration. The $1 million grant if awarded would be to reconstruct 7 blocks in District #4 of the City of Shawano.  Additional 5‐year CIP planning is ongoing by estimating and considering new grant applications to further solve funding issues for care (replacement) of the City’s failed infrastructure. Page 5 of 31 Page 6 of 31 Page 7 of 31 Page 8 of 31 Page 9 of 31 Page 10 of 31 Page 11 of 31 Page 12 of 31 Page 13 of 31 Page 14 of 31 Page 15 of 31 Page 16 of 31 Page 17 of 31  Field Committee Action Item Meeting Date: 5/27/2024 Submitted By: Michael Mahloch, Public Works Director Agenda Category: Action Item Title: Compliance Maintenance Annual Report (CMAR) Subject: Compliance Maintenance Annual Report (CMAR) Background:  Each year the city is required to complete and file the Compliance Maintenance Annual Report in which the city is assessed a grade based on the performance of the city’s financial management and collection system performance.  The report rates the utilities’ ability to meet the service demands of the city now and in the future. Financial /Sustainability Considerations:  A major component of the report is the status of the utilities’ equipment replacement fund.  The city maintains this fund for future equipment needs like the Vactor, TV System or other lift station modifications, etc. Policy Considerations:  Completion of the CMAR report and governing body resolution approving the report is required for submission to the DNR. Recommendation:  Review and recommend approval to the finance committee. Page 18 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 Financial Management 1. Provider of Financial Information Name: Michael Mahloch Telephone: (715) 526-3512 (XXX) XXX-XXXX E-Mail Address (optional): mmahloch@cityofshawano.com 2. Treatment Works Operating Revenues 2.1 Are User Charges or other revenues sufficient to cover O&M expenses for your wastewater treatment plant AND/OR collection system ? Yes (0 points) No (40 points) If No, please explain: 2.2 When was the User Charge System or other revenue source(s) last reviewed and/or revised? Year: 2023 0 0-2 years ago (0 points) 3 or more years ago (20 points) N/A (private facility) 2.3 Did you have a special account (e.g., CWFP required segregated Replacement Fund, etc.) or financial resources available for repairing or replacing equipment for your wastewater treatment plant and/or collection system? Yes (0 points) No (40 points) REPLACEMENT FUNDS [PUBLIC MUNICIPAL FACILITIES SHALL COMPLETE QUESTION 3] 3. Equipment Replacement Funds 3.1 When was the Equipment Replacement Fund last reviewed and/or revised? Year: 2024 1-2 years ago (0 points) 3 or more years ago (20 points) N/A If N/A, please explain: 3.2 Equipment Replacement Fund Activity 3.2.1 Ending Balance Reported on Last Year's CMAR $ 130,525.40 3.2.2 Adjustments - if necessary (e.g. earned interest, $ 0.00 audit correction, withdrawal of excess funds, increase making up previous shortfall, etc.) 3.2.3 Adjusted January 1st Beginning Balance $ 130,525.40 3.2.4 Additions to Fund (e.g. portion of User Fee, earned interest, etc.) + $ 0.00 Page 19 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 3.2.5 Subtractions from Fund (e.g., equipment replacement, major repairs - use description box 3.2.6.1 below*) - $ 0.00 3.2.6 Ending Balance as of December 31st for CMAR Reporting Year $ 130,525.40 All Sources: This ending balance should include all Equipment Replacement Funds whether held in a bank account(s), certificate(s) of deposit, etc. 3.2.6.1 Indicate adjustments, equipment purchases, and/or major repairs from 3.2.5 above. None 3.3 What amount should be in your Replacement Fund? $ 130,525.40 0 Please note: If you had a CWFP loan, this amount was originally based on the Financial Assistance Agreement (FAA) and should be regularly updated as needed. Further calculation instructions and an example can be found by clicking the SectionInstructions link under Info header in the left-side menu. 3.3.1 Is the December 31 Ending Balance in your Replacement Fund above, (#3.2.6) equal to, or greater than the amount that should be in it (#3.3)? Yes No If No, please explain. 4. Future Planning 4.1 During the next ten years, will you be involved in formal planning for upgrading, rehabilitating, or new construction of your treatment facility or collection system? Yes - If Yes, please provide major project information, if not already listed below. No Project Project Description Estimated Approximate # Cost Construction Year 1 Up grade of televising equipment. $195,000 2025 2 Backup generator at Aarrow lift station $54,000 2026 5. Financial Management General Comments ENERGY EFFICIENCY AND USE 6. Collection System 6.1 Energy Usage 6.1.1 Enter the monthly energy usage from the different energy sources: COLLECTION SYSTEM PUMPAGE: Total Power Consumed Number of Municipally Owned Pump/Lift Stations: 8 Page 20 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 Electricity Consumed Natural Gas Consumed (kWh) (therms) January 5,724 February 4,939 March 5,198 April 5,574 May 5,388 June 4,982 July 5,110 August 4,854 September 4,375 October 4,550 November 5,485 December 5,505 Total 61,684 0 Average 5,140 0 6.1.2 Comments: 6.2 Energy Related Processes and Equipment 6.2.1 Indicate equipment and practices utilized at your pump/lift stations (Check all that apply): Comminution or Screening Extended Shaft Pumps Flow Metering and Recording Pneumatic Pumping SCADA System Self-Priming Pumps Submersible Pumps Variable Speed Drives Other: 6.2.2 Comments: 6.3 Has an Energy Study been performed for your pump/lift stations? No Yes Year: By Whom: Describe and Comment: Page 21 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 6.4 Future Energy Related Equipment 6.4.1 What energy efficient equipment or practices do you have planned for the future for your pump/lift stations? Install VFD drives @ lift stations Upgrade wiring at our 5th St. lift station. Total Points Generated 0 Score (100 - Total Points Generated) 100 Section Grade A Page 22 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 Sanitary Sewer Collection Systems 1. Capacity, Management, Operation, and Maintenance (CMOM) Program 1.1 Do you have a CMOM program that is being implemented? Yes No If No, explain: 1.2 Do you have a CMOM program that contains all the applicable components and items according to Wisc. Adm Code NR 210.23 (4)? Yes No (30 points) N/A If No or N/A, explain: 1.3 Does your CMOM program contain the following components and items? (check the components and items that apply) Goals [NR 210.23 (4)(a)] Describe the major goals you had for your collection system last year: Continue to replace sanitary mains and laterals with utility projects. Televise a third of our sanitary system and make necessary repairs. Develop replacement projects based off of televising reports. Did you accomplish them? Yes No If No, explain: Organization [NR 210.23 (4) (b)] Does this chapter of your CMOM include: Organizational structure and positions (eg. organizational chart and position descriptions) Internal and external lines of communication responsibilities Person(s) responsible for reporting overflow events to the department and the public Legal Authority [NR 210.23 (4) (c)] What is the legally binding document that regulates the use of your sewer system? City Municipal Code 6.03.2 If you have a Sewer Use Ordinance or other similar document, when was it last reviewed and revised? (MM/DD/YYYY) 2016-05-11 Does your sewer use ordinance or other legally binding document address the following: Private property inflow and infiltration New sewer and building sewer design, construction, installation, testing and inspection Rehabilitated sewer and lift station installation, testing and inspection Sewage flows satellite system and large private users are monitored and controlled, as necessary Fat, oil and grease control Enforcement procedures for sewer use non-compliance Operation and Maintenance [NR 210.23 (4) (d)] Does your operation and maintenance program and equipment include the following: Equipment and replacement part inventories Up-to-date sewer system map Page 23 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 A management system (computer database and/or file system) for collection system information for O&M activities, investigation and rehabilitation A description of routine operation and maintenance activities (see question 2 below) Capacity assessment program Basement back assessment and correction Regular O&M training Design and Performance Provisions [NR 210.23 (4) (e)] What standards and procedures are established for the design, construction, and inspection of the sewer collection system, including building sewers and interceptor sewers on private property? State Plumbing Code, DNR NR 110 Standards and/or local Municipal Code Requirements Construction, Inspection, and Testing Others: Overflow Emergency Response Plan [NR 210.23 (4) (f)] Does your emergency response capability include: 0 Responsible personnel communication procedures Response order, timing and clean-up Public notification protocols Training Emergency operation protocols and implementation procedures Annual Self-Auditing of your CMOM Program [NR 210.23 (5)] Special Studies Last Year (check only those that apply): Infiltration/Inflow (I/I) Analysis Sewer System Evaluation Survey (SSES) Sewer Evaluation and Capacity Managment Plan (SECAP) Lift Station Evaluation Report Others: 2. Operation and Maintenance 2.1 Did your sanitary sewer collection system maintenance program include the following maintenance activities? Complete all that apply and indicate the amount maintained. Cleaning 26.5 % of system/year Root removal 2.6 % of system/year Flow monitoring 100 % of system/year Smoke testing 0 % of system/year Sewer line televising 28 % of system/year Manhole inspections 15 % of system/year Lift station O&M 8 # per L.S./year Manhole rehabilitation 1 % of manholes rehabbed Mainline rehabilitation 1 % of sewer lines rehabbed Private sewer inspections 1 % of system/year Page 24 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 Private sewer I/I removal 1 % of private services River or water crossings 1 % of pipe crossings evaluated or maintained Please include additional comments about your sanitary sewer collection system below: 3. Performance Indicators 3.1 Provide the following collection system and flow information for the past year. 38.15 Total actual amount of precipitation last year in inches 33.51 Annual average precipitation (for your location) 52.76 Miles of sanitary sewer 8 Number of lift stations 0 Number of lift station failures 0 Number of sewer pipe failures 1 Number of basement backup occurrences 8 Number of complaints .749 Average daily flow in MGD (if available) .975 Peak monthly flow in MGD (if available) Peak hourly flow in MGD (if available) 3.2 Performance ratios for the past year: 0.00 Lift station failures (failures/year) 0.00 Sewer pipe failures (pipe failures/sewer mile/yr) 0.00 Sanitary sewer overflows (number/sewer mile/yr) 0.02 Basement backups (number/sewer mile) 0.15 Complaints (number/sewer mile) 1.3 Peaking factor ratio (Peak Monthly:Annual Daily Avg) 0.0 Peaking factor ratio (Peak Hourly:Annual Daily Avg) 4. Overflows LIST OF SANITARY SEWER (SSO) AND TREATMENT FACILITY (TFO) OVERFLOWS REPORTED ** Date Location Cause Estimated Volume None reported ** If there were any SSOs or TFOs that are not listed above, please contact the DNR and stop work on this section until corrected. 5. Infiltration / Inflow (I/I) 5.1 Was infiltration/inflow (I/I) significant in your community last year? Yes No If Yes, please describe: 5.2 Has infiltration/inflow and resultant high flows affected performance or created problems in your collection system, lift stations, or treatment plant at any time in the past year? Yes Page 25 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 No If Yes, please describe: 5.3 Explain any infiltration/inflow (I/I) changes this year from previous years: In 2024 with televising, we were able to identify areas with I/I and fix the leaks. 5.4 What is being done to address infiltration/inflow in your collection system? Through our annual televising program, we are able to identify I/I and fix the issues immediately. Total Points Generated 0 Score (100 - Total Points Generated) 100 Section Grade A Page 26 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 Grading Summary WPDES No: 0047341 SECTIONS LETTER GRADE GRADE POINTS WEIGHTING SECTION FACTORS POINTS Financial A 4 1 4 Collection A 4 3 12 TOTALS 4 16 GRADE POINT AVERAGE (GPA) = 4.00 Notes: A = Voluntary Range (Response Optional) B = Voluntary Range (Response Optional) C = Recommendation Range (Response Required) D = Action Range (Response Required) F = Action Range (Response Required) Page 27 of 31 Compliance Maintenance Annual Report Shawano Sewage Collection System Last Updated: Reporting For: 5/22/2025 2024 Resolution or Owner's Statement Name of Governing Body or Owner: City Of Shawano Date of Resolution or Action Taken: Resolution Number: Date of Submittal: ACTIONS SET FORTH BY THE GOVERNING BODY OR OWNER RELATING TO SPECIFIC CMAR SECTIONS (Optional for grade A or B. Required for grade C, D, or F): Financial Management: Grade = A Collection Systems: Grade = A (Regardless of grade, response required for Collection Systems if SSOs were reported) ACTIONS SET FORTH BY THE GOVERNING BODY OR OWNER RELATING TO THE OVERALL GRADE POINT AVERAGE AND ANY GENERAL COMMENTS (Optional for G.P.A. greater than or equal to 3.00, required for G.P.A. less than 3.00) G.P.A. = 4.00 Page 28 of 31  Field Committee Action Item Meeting Date: 5/27/2025 Submitted By: Michael Mahloch, Public Works Director Agenda Category: Action Item Title: Second Driveway at 733 W 1st St. Subject: The owner at 733 W 1st St. has requested a second driveway. Background: • 733 W 1st St. is at the very west end of W 1st and butts up to the Wolf River. • This property was previously three separate lots between 733, 721, and 717, now these are two combined lots that split ownership of 721. • The owner is looking at putting a garage addition and concrete slab for parking their motor home on the east end of their garage. Financial /Sustainability Considerations: • Municipal Code Chapter 5 Streets and Sidewalks Code 5.021 • Number of driveways. Only one driveway shall be permitted for residential lots. A second driveway may be permitted for corner lots on the adjacent street of the existing driveway with the approval of the Public Works Field Committee. A typical commercial property shall be allowed a maximum of two driveways, located at least 50 feet apart. The minimum distance between a driveway and the nearest public road or street shall be 50 feet. A minimum distance of 450 feet shall be required between the center lines of entrances into shopping and similar developments that generate high traffic volumes. [Amended 11-10-2016 by Ord. No. 1906] Recommendation: • To consider a variance to allow a second driveway at 733 W 1st St. • Variance request. If any person desires to obtain a variance from the provisions of this section, said person shall take such request to the Field Committee, which Committee shall have the authority to approve or disallow the requested variance, with said action to be taken at a regularly scheduled Field Committee meeting. Page 29 of 31 Page 30 of 31 Page 31 of 31