Public Works Committee

1 VILLAGE OF WATERFORD PUBLIC WORKS & UTILITIES COMMITTEE February 19, 2024, 4:00 pm 801 Ela Avenue 1. Call to Order 2. Roll Call 3. Comments and Correspondence 4. Public Appearances: 5. Reading and Approval of Min: 1-15-24 PW&U 6. Special Event Permits: 7. Reports: Streets Supervisor, Parks Supervisor, Engineer New Business 1. Discussions on Village Park rental, appropriate fees and Non-Profit usage; consider an appropriate motion for action. 2. Discussions on updates to Banner Permit; consider an appropriate motion for action. 3. Review proposal for the purchase of 2 pickup trucks; consider an appropriate motion for action. 4. Review proposal for the purchase of an asphalt mill; consider an appropriate motion for action. Adjournment Public Notice Questions regarding the nature of the agenda items or more detail on the agenda items listed above scheduled to be considered by the governmental body listed above can be directed to Zeke Jackson, Village Administrator at 262-806-1750 or at zjackson@waterfordwi.org. 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. Upon reasonable notice, a good faith effort will be made to accommodate the needs of disabled individuals through sign language interpreters or other auxiliary aid at no cost to the individual to participate in public meetings. Due to the difficulty in finding interpreters, requests should be made as far in advance as possible preferably a minimum of 48 hours. For additional information or to request this service, contact the Village Staff at 262-806-1750, or by writing to the Village Administrator at the Village Administration Building, 123 N. River St, Waterford WI, 53185 Copies of reports and other supporting documentation are available for review at the Village Administrator’s Office, Administration Building, 123 N. River St, Waterford WI 53185 during operating hours. (8 a.m. – 4 p.m. Monday - Thursday). Posted: 2/14/24; 12:00 p.m.  2 VILLAGE OF WATERFORD Public Works & Utilities Committee Meeting Minutes Public Works Bldg. 801 Ela Ave January 15, 2024 - Unapproved Meeting was called to order by Don Houston at 4:19 pm. Present: Carl Oberhart, Cindy Mooney, Don Houston Others present: Mike Sponholtz, Rick Huening, Alysa Robbins Minutes: Motion by Oberhart to approve the 12-18-2023 minutes. Second by Mooney. All aye. Motion carried. Motion to approve St. Patrick’s Day Parade including the addition of a food truck and potential band using the municipal lot on N 2nd by Houston. Second by Mooney. All aye. Motion carried. New Business: Motion by Mooney to not incorporate the cannon into the new park memorial and instead offer it the Bunker in Rochester to keep it in the community. Second by Oberhart. All Aye. Motion carried. The committee agreed the March meeting will include a visit to Ten Club Park to assess the site and potential memorial and signage. Motion by Oberhart to adjourn at 4: 45 p.m. Second by Mooney. All aye. Motion carried. Respectfully submitted by, Alysa Robbins, Administrative Clerk  3 VILLAGE OF WATERFORD PUBLIC WORKS AND UTILITY MEETING For additional information: http://www.waterfordwi.org Meeting Date: Feb 2024 Public works: • Hot box was used for the first time Jon put down 2.5 tons of cold patch. Cold patch was very easy to work with because of the het from the hot box. • Crew did snow removal, businesses were very thankful • Plow truck #72 has been out of service since big snow storm, mechanics are working to get repaired has been very complicated finding the cause, several components have failed. • Salter for Bobcat is fixed Utilities: • Crew has started installing radios on compliant meters. • Raw water tank at treatment plant was inspected last Thursday • Pre 3 apartments froze 14 meters in a new building. We will be charging them for the meters and labor, this is not the first time this has happened. • Working on putting spring cleaning and televising maps together for the contractor. Rick Huening Public Works/Utilities Director Name: i:\1. 2017 agendas\board\2017_04\02a br 2017 bridenhagen.docx Created: 4/13/2017 4:46 PM Printed: 4/14/2017 2:38 PM Author: Robert Kufrin Last Saved By: Zeke Jackson Revision: 2  4 VILLAGE OF WATERFORD PUBLIC WORKS AND UTILITY M EETING Facilities and parks update Meeting Date: February 2024 Facilities -Ongoing general maintenance, cleaning and repairs of the Library, Village hall, DPW, Park facilities and other various facilities projects. Managing contractors, maintaining electrical systems, pumps and plumbing, HVAC, fire protection and alarm systems. -Village Hall-Repaired many lights in the basement area. Cleaned and organized for the upcoming election (referendum). Finished organizing and storing documents, records and blueprints in the storage area in the building inspectors office. -Library- Repaired several insulation and vapor barrier breeches in the community room attic. The HVAC system froze up on the coldest day due to the insulation breach. Replaced a heat valve in the library employee bathroom area. Took down Christmas decorations and stored them in the basement. Repaired flush valve in the men's room. HVAC system in need of updating. Working on options. -Concession/bathroom building-setting the building up for concessions and public use, finishing up construction details and final warranty items as well as negotiating the final invoice. WIFI has been installed. -Seidel Building-WIFI is being installed. Installed a new security light at the parking lot area near the VFW building. Planning for needed repairs to the Seidel building. Parks -Removal and storage of park Christmas decorations -Operating and maintaining the Ice Rinks and winter park areas. The new rink and park have been very well received and drawing people from many surrounding communities. -Planning for future projects such as a 10 club memorial area, gas fire pit area, park amenities such as new garbage cans, tables benches, swings etc. -Planning and logistics for moving Waterford events to 10 Club park this season. -Wraping up final details to the 10 club project, settling financial issues and working on punch list items for the spring. Facilities and Parks supervisor. Mike Sponholtz 5 6 7 8  9 VILLAGE OF WATERFORD BANNER POLICY ON VILLAGE OWNED PROPERTY This is the official banner policy for the Village’s public banner posting locations located throughout the Village. • Only a banner announcing a specific tourism (as defined under Wis. Stat. 66.0615) related event (which has specific dates) by a Waterford based non-profit organization sponsored by the Village of Waterford is permitted. Raffles, Electioneering, Advocacy, Fundraisers, and other “non-event” advertising activities are not allowed the use of posting on public property. Athletic recruiting drives for teams based at Whitford Park are allowed. Advertising for events outside of the incorporated boundaries of the Village are not allowed. Informational postings by the Village, for it’s own public informational purposes is allowed. • The banner locations will accommodate banners up to 6’ wide by 4’ high. Banners must be double sided. • It is the responsibility of the organization to deliver banners to the Village for posting. Village Staff will control putting up and pulling down banners. • Two banners will be allowed per site, but only one banner per organization per site during any given 14 day interval, even if only one organization wants to be posted at that time. • A banner may be in place for a maximum of 14 days, and banners will only be taken up or pulled down on Mondays (banners need to be delivered the Friday before a posting date), weather permitting. The Village will make every attempt to display banners for the full 14 days. • Permission to display a banner must be given by the Village Clerk or Village Administrator. • Banner space will be reserved on a “first to schedule basis” each calendar year, with preemption rights granted to the Village for its’ own events, and Explore Waterford for Community Tourism related Events. • Damage and/or theft is outside of the responsibility of the Village, and the Village will not be held responsible for damaged or stolen banners. • Banners provided to organizations “for free” by large corporations with no taxable property in the Village of Waterford will not be allowed to be displayed if the banner features advertising on behalf of the corporation with no taxable real property in the Village (Waterford based businesses with real taxable property in the Village sponsoring banners on behalf of non-profits are encouraged). • No other signage is allowed by any organization or group on Village property. APPLICATION Name/Address/Telephone of Organization/Organizer: Name of Organization Address Telephone Name & Location of Event: Date of Event: Dates Banner Requested: Request up to 4 locations: Ten Club Park Whitford Park Main & Racine Signature of Organization Representative Date SEND APPLICATION TO: Village Clerk, Village of Waterford, 123 N River Street, Waterford, WI 53185. Phone: 262-534-3980 Fax: 262-534-5373 APPROVED BY: Signature of Village Clerk/Administrator Date  10 invoicecloud.com  |  1  11 Today’s Workforce Shortage Over the past few years, the utilities industry has seen a significant talent shortage as the result of a few key factors: • The Great Resignation: The workforce has been affected by The Great Resignation — a trend in which nearly 57 million Americans quit their jobs1 from January 2021 to February 2022 in search of more fulfilling work and a better work-life balance. • Mass Retirement: The Great Resignation is an ongoing economic trend happening parallel to a mass retirement expected within the next few years. According to the 2020 U.S. Energy & Employment Report from the National Association of State Energy Officials (NASEO) and the Energy Futures Initiative (EFI)2, 50% of the utility workforce is eligible to retire by 2025. • Minimal Interest: It appears the next generation isn’t jumping at the chance to replace those retiring. A recent PwC report3 found that millennials would rather not work in some traditional industries like utilities, manufacturing, and financial services. Employee expectations have created pressure for employers already struggling to attract talent4 and reduce turnover. It’s not just short-staffed utilities that are struggling — even fully-staffed teams are feeling the impact of inflation on resources5 and can become overwhelmed by daily manual tasks. More manual work often means more room for error. It also means less time to dedicate to high-priority projects and cultivating relationships with customers. invoicecloud.com  |  2  12 The Impact of the Workforce Gap Customer expectations are higher than ever. During this time of depleted resources, utilities must do more with less while continuing to provide excellent service to customers — otherwise, satisfaction and retention could be at risk. Utilities must protect and optimize their valuable human resources by automating manual tasks and processes. Manually processing payments, for instance, can cause delays resulting in late payments, duplicate bills, and costly service shutoffs for non-payment. These inefficiencies create a rise in customer frustration and confusion, damaging customer relationships and taking a physical and mental toll on internal staff. So, if the hiring market is tough and workloads continue to grow, how can utilities break this toxic cycle? invoicecloud.com  |  3  13 Breaking the Burnout Cycle A difficult hiring market mixed with an increasing workload is a recipe for employee burnout — a state of physical, emotional, and mental exhaustion caused by prolonged stress and frustration in the workplace. Burnout is often the result of excessive job demands, such as long work hours, intense pressure to meet deadlines, or inadequate support from colleagues and supervisors. Unfortunately, burnout is rising globally, most significantly in the United States, where, according to a 2022 Future Forum Pulse6 survey, 43% of desk workers feel burned out. Two effective ways to fight burnout are flexible working hours and added emphasis on taking time away from work to recharge. However, research suggests that the quality of an employee’s work has more bearing on their mental health than the quantity. A Gallup study7 found that how employees experience their workload has a stronger influence on burnout than the number of hours they work. Their analysis shows that when it comes to overall well-being, the quality of work experience has up to three times more impact than the number of days or hours worked. That is, working less isn’t necessarily a sufficient answer to burnout; the content of that work matters most. If you’re working to attract talent, it’s essential to address burnout. As burnout continues to rise and hiring rates continue to fall in 20238, your organization must tackle burnout9 to retain and attract staff. Digitizing manual, labor-intensive processes will help solve this issue. invoicecloud.com  |  4  14 Digitally Bridging the Workforce Gap Solving the utilities workforce gap requires organizations to provide engaging work environments. Reducing tedious manual processes enables employees to focus on higher value-added activities, resulting in more satisfied employees and customers. Utilities can accomplish this by leveraging technology and focusing on digital transformation. As organizations grapple with limited resources, it’s important to focus digital transformation efforts on areas that impact customer satisfaction and automate frequent, manual processes. By leveraging technology to make up for lost person-hours and empower existing staff, organizations can not only increase customer satisfaction but also encourage staff to stay onboard. One intuitive starting point for digital transformation is billing and payments. Finances are critical to customers, and any issues with payment processing can lead to a loss of trust and an increased volume of customer complaints. For employees, receiving payments and sending out bills can be time-consuming. A streamlined digital billing and payment solution frees up time for employees to address more pressing issues and reduces the risk of errors and delays, improving overall customer satisfaction. Not to mention, a better payment experience generates fewer service shutoffs, lower cost to serve, and happier customers, leading to higher staff morale. invoicecloud.com  |  5  15 Mount Pleasant Waterworks Leverages InvoiceCloud to Transform the Customer Experience and Reduce Manual Processes Mount Pleasant Waterworks Saves 15 Hours a Week with Frictionless Digital After switching to the frictionless user experience of InvoiceCloud’s Payment Solution digital engagement and payment solution, Mount Pleasant Waterworks has seen several benefits, including: Mount Pleasant Waterworks (MPW), a South Carolina water and wastewater utility serving a population of 95,000, was struggling with an antiquated online  Increased self-service adoption with a seamless, customer-centric payment system that impacted multiple aspects of its organization. Namely, payment experience the difficult-to-navigate interface caused a cumbersome payment process, resulting in a frustrating experience for MPW’s customers and increased  Higher customer satisfaction with engaging, convenient payment workloads for its staff — a cycle that was exhausting internal resources. options The utility provider needed a solution that would simplify its payment process and actively engage its customers. The objective was to decrease friction when  Decreased late payments due to intelligent reminders and making payments or enrolling in self-service options, increase cost-saving personalized communications behaviors, and free up staff time to work on more impactful projects.  Improved operational efficiencies freeing up staff time for other high priority projects “InvoiceCloud’s user-friendly solution improved customer engagement, making payments more After selecting InvoiceCloud, Mount Pleasant Waterworks was able to convenient. As a result, we’ve seen a rise in see additional time-saving benefits as a result of InvoiceCloud’s seamless digital adoption and self-service rates enabling integration with MPW’s existing CIS and customer self-service portal, us to scale back lobby hours and focus on other Harris Advanced Utility Systems. By reducing time-consuming tasks like priorities like our Customer Care program.” reconciliations and return notifications, the joint offering saved MPW staff 15 hours a week in payment-related workloads. - Kelly Rourk Mount Pleasant Waterworks Customer Service Process and Data Analyst invoicecloud.com  |  6  16 Bridging the Utility Workforce Gap: Major Takeaways Here’s a quick overview of the main takeaways on the current state of the o The billing and payment experience is a critical touchpoint with workforce gap in utilities covered here: customers and as such it requires constant attention including daily, manual work, and is therefore a prime candidate for automation. o The utilities industry is facing a major talent shortage that is only just beginning. o Organizations like Mount Pleasant Waterworks have been able to ease staff workload, reduce costs, and thrill customers o Inflation and supply chain issues have made this an increasingly more with InvoiceCloud. expensive time for organizations. See the potential hours and cost savings of transforming your o Talent gaps and other strains on resources typically lead to inefficient billing and payment experience with InvoiceCloud with our free processes, displeased customers, and burned-out employees. Digital Payments Estimated Savings Calculator. o Burnout continues to rise, with 43% of desk workers reporting burnout in 2022. Specific questions about how InvoiceCloud can help your o Quality and intensity of workload are equally important in addressing organization bridge the workforce gap? burnout as time off. Schedule a call with one of our experts to learn more. o The key to bridging the workforce gap and alleviating overwhelming manual workloads is leveraging technology that can make up for lost talent, streamline processes, and empower existing staff. invoicecloud.com  |  7  17 1 Ferrazzi, Keith and Clementi, Mike. The Great Resignation Stems from a Great Exploration. Harvard Business Review. June 22, 2022. 2 The 2020 U.S. Energy & Employment Report. National Association of State Energy Officials and the Energy Futures Initiative. 2020. 3 Millennials at Work: Reshaping the Workplace. PwC. 2011. PwC commissioned Opinium Research to carry out an online survey of 4,364 graduates across 75 countries between 31 August and 7 October 2011. 1,706 of these respondents were PwC graduate recruits or responded through PwC’s website. Overall, 1,470 PwC employees and 2,894 other graduates responded to the survey. All were aged 31 or under and had graduated between 2008 and 2011. 4 Hoff, Courtney. How the war for talent is impacting the insurance industry. Digital Insurance. August 18, 2022. 5 Keep watch, keep calm: The Impact of Inflation on Businesses. Deloitte. April 2022. 6 Executives feel the strain of leading in the ‘new normal.’ Future Forum. This Future Forum Pulse surveyed 10,766 workers in the U.S., Australia, France, Germany, Japan, and the U.K. between August 3–21, 2022. 7 Wigert, Ben. Employee Burnout: The Biggest Myth. Gallup. March 13, 2020. 8 Smith, Morgan. Hiring slowdowns, manager burnout and other trends that will shape U.S. workplaces in 2023, experts say. CNBC: Make It. January 26, 2023. 9 Wigert, Ben. Employee Burnout: The Biggest Myth. Gallup. March 13, 2020. invoicecloud.com  |  8  18 invoicecloud.com  |  9  19 VILLAGE OF WATERFORD BANNER POLICY ON VILLAGE OWNED PROPERTY This is the official banner policy for the Village’s public banner posting locations located throughout the Village. • Only a banner announcing a specific event (which has specific dates) by a Waterford based non-profit organization is permitted. Raffles, Fundraisers, and other “non-event” advertising activities are not allowed the use of posting on public property. Athletic recruiting drives for teams based at Whitford Park are allowed. Advertising for events outside of the incorporated boundaries of the Village are not allowed. • The banner locations will accommodate banners up to 6’ wide by 4’ high. Banners must be double sided. • It is the responsibility of the organization to deliver banners to the Village for posting. Village Staff will control putting up and pulling down banners. • Two banners will be allowed per site, but only one banner per organization per site during any given 14 day interval, even if only one organization wants to be posted at that time. • A banner may be in place for a maximum of 14 days, and banners will only be taken up or pulled down on Mondays (banners need to be delivered the Friday before a posting date), weather permitting. The Village will make every attempt to display banners for the full 14 days. • Permission to display a banner must be given by the Village Clerk or Village Administrator. • Banner space will be reserved on a “first to schedule basis” each calendar year, with preemption rights granted to the Village for its’ own events, and Explore Waterford for Community Events. • Damage and/or theft is outside of the responsibility of the Village, and the Village will not be held responsible for damaged or stolen banners. • Banners provided to organizations “for free” by large corporations with no taxable property in the Village of Waterford will not be allowed to be displayed if the banner features advertising on behalf of the corporation with no taxable real property in the Village (Waterford based businesses with real taxable property in the Village sponsoring banners on behalf of non-profits are encouraged). • No other signage is allowed by any organization or group on Village property. APPLICATION Name/Address/Telephone of Organization/Organizer: Name of Organization Address Telephone Name & Location of Event: Date of Event: Dates Banner Requested: Request up to 4 locations: Ten Club Park Whitford Park Main & Racine Signature of Organization Representative Date SEND APPLICATION TO: Village Clerk, Village of Waterford, 123 N River Street, Waterford, WI 53185. Phone: 262-534-3980 Fax: 262-534-5373 APPROVED BY: Signature of Village Clerk/Administrator Date 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57  58 VILLAGE OF WATERFORD Engineer’s Report February 13, 2024 Tetzlaf “The Armory Self Storage” Review – Project No. 222115  We received plans for a self-storage facility north of Gravity Ct in the Mercury Development.  The public water main extension plans were reviewed, and the owner approval letter was provided to the developer for submittal to the DNR on 8/9/23.  The Village will not permit construction of the public water main until the recorded easement is received from the developer. Neumann Homes Development (Trailside Landing) – Project No. 221632  Single Family development north of Trailside Elementary.  The developers have received an easement from the School District and plan to route the sanitary sewer down the east side of Milwaukee Street.  A conditional approval letter was sent on 1/15/24. Pre/3 Multi-Family Development – Project No. 2326172  Pre/3 is the developer, Robert E. Lee is the engineer.  This project is the multi-family project being developed concurrently with the Neumann Homes single family development.  A conditional approval letter was sent on 1/16/24. Pro-Health Clinic – Project No. 2325157  We received engineering plans for this project located at Gemini Lots 7 & 10 on 4/11/23.  Our conditional approval recommendation was forwarded to the Village and design engineer on 05/18/23.  Currently under construction. East Main Street Reconstruction – Project No. 2325354:  Reconstruct E. Main St. from Milwaukee St. to STH 36 and relay the water main from Milwaukee St. to 6th St.  The Village received $422,837.87 in WisDOT LRIP money for the road surface portion of the project.  A Village Resolution is required to establish bicycle facilities as part of the project.  Our design work order was approved by the Village Board on 12/11/23.  We plan to design the project in 2024 and open bids in January 2025.  The WisDOT project funding sundown date is 6/30/27.  Topographic survey will be completed in the next 30 days, weather permitting. Page 1 of 2 P:\WATRF\General\Admin\Monthly Reports\2024\02-2024\02-13-24.docx  59 VILLAGE OF WATERFORD Engineer’s Report February 13, 2024 Well 6 Planning – Project No. 180435  This project will replace the capacity of existing Well 1 and Well 3 and allow the Village to obtain more water from the existing central treatment facility on Cornerstone Crossing.  An Intent to Apply was submitted to the Wisconsin Department of Natural Resources.  The Village will know whether funding, including principal forgiveness, is available in March of 2024. If funded, plans and specifications need to be submitted prior to June 30, 2024. Fairview Pavement Maintenance – Project No. 230098  We did a presentation on 2/12/24 at the Village Board meeting attended by Fairview Estates residents.  The pavement surface will be monitored until summer to determine future actions. Page 2 of 2 P:\WATRF\General\Admin\Monthly Reports\2024\02-2024\02-13-24.docx 60  61 VILLAGE OF WATERFORD - UTILITY BILLING Quarterly Report December Bill cycle 2023 On Time Payments from 12/20-1/20 74% 2552 1889 On Time Payments Bills & Payments 4% decrease Bills On Time Payments under September +33 Bills over September -78 under September $678,091.12 $547,887.54 92% $ On Time Payments Bills Payments -$98k under September -163k under September 11% decrease under September Cash E-Check CASH: 33 BANK DIRECT: 108 2% 13% Payment Types $9,441 $26,945 Bank Direct CHECK: 1123 6% $343,080 PAY PAL: 24 $5708 CREDIT: 342 VENMO: 3 Credit $92,462 18% Check 59% e-Check: 256 $757 $69,490 122 Counter Check Payments 33 Counter Cash Payments Payment Options One Year History Paperless : 859 December 2022 2450 Bills - $676,088 1773 On Time Payments AutoPay : 179 72% Pay by Text : 36 December 2023 December 2022 Cash 28 - $8,271 33 - $9,441 Checks 1352 - $422,085 1123 - $343,080 Online 392 - $105,537 733 - $195,362