City of Neenah COMMON COUNCIL AGENDA (1) Wednesday, February 4, :00 p.m. Neenah City Hall Council Chambers

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1 I. Roll Call and Pledge of Allegiance. City of Neenah COMMON COUNCIL AGENDA (1) Wednesday, February 4, :00 p.m. Neenah City Hall Council Chambers FINAL II. Introduction and Confirmation of Mayor s Appointment(s). (None) III. Approval of Council Proceedings of January 21, 2015 regular session and January 27, 2015 special session. (Proceedings and Minutes can be found on the City web site) (2,3,4,5) (RollCall-Pro) IV. Public Hearings. (None) V. Plan Commission report pertaining to the public hearings. (None) VI. VII. VIII. IX. Consideration of ordinances pertaining to the public hearings. (None) Consideration of resolution pertaining to the public hearings. (None) Public Forum. A. Speakers should give their name and residential address (not mailing address) and are allowed five minutes to speak on any topic. Mayor/Council consideration of public forum issues. X. Consent Agenda. A. Approve Beverage Operator license for: Brandy L. Brockman, Carly J. Cerniglia, Mark W. Haffeman, Amanda J. Knutson and Lori A. Masin. (PSSC) B. Approve the Temporary Class B Retail Beer License application for St. Gabriel Congregation, 900 Geiger Street, for Friday Fish Fry to be held in the School Cafeteria on February 20 & 27, March 6, 13, 20, & 27, (PSSC) C. Approve a 2 Lot CSM proposed by Habitat for Humanity on Meadowview Street. (PC) D. Approve a 2 Lot CSM proposed by Menasha Packaging on Gillingham Road. (PC) E. (RollCall-Pro) XI. Reports of standing committees and consideration thereof. A. Regular Public Services and Safety Committee meeting of January 27, 2015: (Minutes can be found on the City web site) (6) No Report B. Regular Finance and Personnel Committee meeting of January 26, 2015: (7) (Minutes can be found on the City web site) 1. Committee recommends Council approve the Position Vacancies Policy as amended, # (8) (RollCall-Pro)

2 Council Agenda February 4, 2015 Page 2 of 3 2. Committee recommends Council approve the Tentative Agreements with the Neenah Professional Police Officers Association and Neenah Police Supervisory Bargaining Unit for contract terms from January 1, 2015 to December 31, 2016 and authorize preparation and execution of amended contracts reflecting the changes outlined in the Tentative Agreements. (RollCall-Pro) 3. Committee recommends Council adopt Ordinance regarding the proposed annexation of the Lakeview School property. (Ordinance to follow) 4. Committee recommends Council approve the Fourth Amendment to Development Agreement with Plexus Corp. for the planned DC2 Development. (To be acted on following a report from the January 27, 2015 Board of Public Works meeting) 5. Committee recommends Council adopt Resolution , approving public depositories: Citizens Community Federal Bank and Community First Credit Union. (Resolution to follow) 6. Committee recommends Council adopt Resolution No supporting the Partnership for Prosperity: An Agenda for a Competitive 21 st Century Wisconsin. (Resolution to follow) XII. Reports of special committees and liaisons and various special projects committees and consideration thereof. A. Regular Plan Commission meeting of January 27, 2015: (Minutes can be found on the City web site) (9) 1. The Commission recommends Council approve a resolution authorizing the land transfer of Outlot 1 of the Cottages at Woodside Green subdivision to the public subject to verification of the owner of Outlot 1 on the transfer deed. (Resolution to follow) 2. The Commission recommends Council approve Ordinance # and accept the petition for annexation of 10.0 acres on the southwest corner of Olde School Road and S. Commercial Street (including S. Commercial Street/CTH A right-of-way). (Ordinance to follow) B. Board of Public Works meeting at noon on January 27, 2015: (Minutes can be found on the City web site) (10) 1. Council Action Items: a) The Board recommends Council approve Change Order No. 1 for Contract 2-14 concrete pavement construction at Winneconne Avenue and Harrison intersection, Green Bay Road and Main Street intersection and Dixie Road realignment to Vinton Construction Company, Manitowoc, in the amount of $55, and to approve the funding source as outlined by Dir. Kaiser: overage in the Plummer Avenue project ($17,192); overage in the Gruenwald Avenue project ($11,550); overage in the Chestnut Street project ($14,246); overage in the Laudan Blvd. project ($9,317); overage in Main Street Slough Bridge ($10,700); Undesignated Pavement Repair ($43,874); and Undesignated Sidewalk/Trail Repair ($24,600) for a total of $131,479. (RollCall- Pro) F:\CLERK\WPDATA\CouncilMinutesAgendas\Agenda DOC

3 Council Agenda February 4, 2015 Page 3 of 3 b) The Board recommends Council approve the Final Payment Contract 2-14 concrete pavement construction at Winneconne Avenue and Harrison intersection, Green Bay Road and Main Street intersection and Dixie Road realignment to Vinton Construction Company, Manitowoc, in the amount of $248, (11) (RollCall-Pro) c) The Board recommends Council approve the Fourth Amendment to the Development Agreement with Plexus Corp. for the planned DC2 Development. (Previously reported out that the Finance & Personnel Committee also recommended approval) (RollCall-Pro) C. Landmarks Commission 1. Report from the Landmarks Commission Alderman Lendrum D. Bergstrom Mahler Museum 1. Report from the Bergstrom Mahler Museum Alderman Lendrum E. Reports on neighborhood groups. 1. Business Improvement District Board (BID Board) Alderman Kunz XIII. XIV. Presentation of ordinances and resolutions and consideration thereof. A. Ordinance No annexing 10.0 Acres of Neenah Joint School District owned property to the City of Neenah (Lakeview School). (12) (RollCall-Pro) B. Resolution No supporting the Partnership for Prosperity, an agenda for a competitive 21 st Century Wisconsin. (13) (RollCall-Pro) C. Resolution No approving Citizens Community Federal Bank and Community First Credit Union as public depositories. (14) (RollCall-Pro) D. Resolution No transferring Privately-Owned Land in the Cottages at Woodside Green Subdivision to the City of Neenah for use as public right-of-way. (15) (RollCall-Pro) Presentation of petitions. A. Any other petition received by the City Clerk s Office prior to the Common Council meeting. XV. Council Directives. (16) XVI. Unfinished Business. XVII. Presentation of communications, claims, memorials, accounts and other new business. A. Mayor Kaufert s appointment to fill the unexpired term of Kate Hancock Cooke on the Sustainable Neenah Committee term expires December (To be made at the February 18, 2015 Council meeting) B. Any announcements/questions that may legally come before the Council. C. Adjournment. Neenah City Hall is accessible to the physically disadvantaged. If special accommodations are needed please contact the Neenah City Clerk s Office at at least 24 hours in advance of the meeting. F:\CLERK\WPDATA\CouncilMinutesAgendas\Agenda DOC

4 Proceedings of the Common Council of the City of Neenah Wednesday, January 21, :00 p.m. The Common Council of the City of Neenah, Winnebago County, Wisconsin, met in regular session at 7:00 p.m., January 21, 2015 in the Council Chambers of Neenah City Hall. Mayor Kaufert in the chair. Present: Aldermen Lendrum, Bates, Hamblin, Pollnow, Erickson, Hillstrom, Ramos and Kunz, City Attorney Godlewski and City Clerk Sturn. Alderman Lang was excused. Also Present: Director of Finance Easker, Director of Community Development & Assessment Haese, Director of Public Works Kaiser and John Signoretti. Mayor Kaufert called the meeting to order at 7:00 pm. Introduction and Confirmation of Mayor s Appointment(s) I. MSCRP Ramos/Pollnow to confirm Mayor Kaufert s appointment of Peter Fetters and John Signoretti to fill the expired terms of Jean Maurice Boyer and Mark Keating on the Sustainable Neenah Committee, term expires December 2017, all voting aye. II. MSCRP Pollnow/Ramos to confirm Mayor Kaufert s reappointment of Ken Bonkowski to the Board of Appeals term expires January 2018, all voting aye. Council Proceedings I. MSCRP Bates/Pollnow to approve the Council Proceedings of January 7, 2015 regular session, all voting aye. Consent Agenda I. MSCRP Ramos/Pollnow to approve the Consent Agenda as follows: A. Approve Beverage Operator license for: Daniel C. Krieg, Stephanie E. Mader and Lori M. Zettler. B. All voting aye. Public Services and Safety Committee I. Chairman Hillstrom reported the regular meeting of January 13, 2015: A. Committee recommends Council accept the roads in the Cottages at Woodside Green Subdivision and provide refuse collection services. 1. MSCRP Hillstrom/Lendrum to refer acceptance of the roads in the Cottages at Woodside Green Subdivision and provide

5 Council Proceedings January 21, 2015 Page 2 of 3 refuse collection services to the Plan Commission, all voting aye. B. Committee recommends Council adopt Preliminary Resolution No for Curb, Gutter and Bituminous (blacktop) Pavement on Bridgewood Drive (Cecil to Baldwin). (Resolution to follow) C. Committee recommends Council adopt Preliminary Resolution No for Curb, Gutter and Bituminous (blacktop) Pavement on Meadowview Street (W. Cecil to Hillcrest), Green Meadows Street (Meadowview to End) and Hillcrest Place (Meadowview to End). (Resolution to follow) D. Committee recommends Council adopt Preliminary Resolution No for HMA (Blacktop) Resurfacing Construction on Elmwood Court (Henry), Jean Street (Western to John) and Green Street (Third to Fourth). (Resolution to follow) E. Committee recommends Council adopt Preliminary Resolution No for sanitary sewer lateral construction on Bridgewood Drive (Cecil to Baldwin), Elmwood Court (Henry), Jean Street (Western to John), Green Street (Third to Fourth), Meadowview Street (W. Cecil to Hillcrest), Green Meadows Street (Meadowview to End) and Hillcrest Place (Meadowview to End). (Resolution to follow) F. Committee recommends adopt Preliminary Resolution No for Concrete Sidewalk/Bituminous Trail Construction on Alexander Drive (Bruce to Commercial), Bruce Street (Parkwood to Castle Oak), Marathon Avenue (Parkwood to Castle Oak) and Castle Oak Drive (Industrial to Marathon). (Resolution to follow) G. Committee recommends Council adopt Preliminary Resolution No for LED Lighting Installation in Forest Manor Plat. (Resolution to follow) Resolutions I. Preliminary Resolution No for the Installation of curb, gutter and bituminous (blacktop) pavement on Bridgewood Drive (Cecil to Baldwin) was presented. MSCRP Bates/Hillstrom to adopt Resolution No , all voting aye. II. III. IV. Preliminary Resolution No for the Installation of curb, gutter and bituminous (blacktop) pavement on Meadowview Street (W. Cecil to Hillcrest), Green Meadows Street (Meadowview to End) and Hillcrest Place (Meadowview to End) was presented. MSCRP Ramos/Pollnow to adopt Resolution No , all voting aye. Preliminary Resolution No for the installation of HMA (Blacktop) Resurfacing Construction on Elmwood Court (Henry), Jean Street (Western to John) and Green Street (Third to Fourth) was presented. MSCRP Ramos/Pollnow to adopt Resolution No , all voting aye. Preliminary Resolution No for the Installation of sanitary sewer lateral construction on Bridgewood Drive (Cecil to Baldwin), Elmwood Court (Henry),

6 Council Proceedings January 21, 2015 Page 3 of 3 Jean Street (Western to John), Green Street (Third to Fourth), Meadowview Street (W. Cecil to Hillcrest), Green Meadows Street (Meadowview to End) and Hillcrest Place (Meadowview to End) was presented. MSCRP Bates/Pollnow to adopt Resolution No , all voting aye. V. Preliminary Resolution No for the installation of concrete sidewalk/bituminous trail on Alexander Drive (Bruce to Commercial), Bruce Street (Parkwood to Castle Oak, Marathon Avenue (Parkwood to Castle Oak) and Castle Oak Drive (Industrial to Marathon) was presented. MSCRP Ramos/Hillstrom to adopt Resolution No , all voting aye, Ald. Erickson, Lendrum and Pollnow voting nay. VI. Resolution No for the installation of LED lighting in Forest Manor Plat was presented. MSCRP Bates/Hillstrom to adopt Resolution No , all voting aye. Adjournment I. MSC Pollnow/Ramos to adjourn at 7:40 p.m., all voting aye. Patricia A. Sturn, WCPC/MMC

7 COMMON COUNCIL MINUTES Wednesday, January 21, :00 p.m. The Common Council of the City of Neenah, Winnebago County, Wisconsin, met in regular session at 7:00 p.m., January 21, 2015 in the Council Chambers of Neenah City Hall. Mayor Kaufert in the chair. Present: Aldermen Lendrum, Bates, Hamblin, Pollnow, Erickson, Hillstrom, Ramos and Kunz, City Attorney Godlewski and City Clerk Sturn. Alderman Lang was excused. Also Present: Director of Finance Easker, Director of Community Development & Assessment Haese, Director of Public Works Kaiser and John Signoretti. Mayor Kaufert called the meeting to order at 7:00 pm. Clerk Sturn called a voice roll call as the Mayor/Aldermen recorded their attendance in the RollCall-Pro System followed by the Pledge of Allegiance. Introduction and Confirmation of Mayor s Appointment(s) I. MSCRP Ramos/Pollnow to confirm Mayor Kaufert s appointment of Peter Fetters and John Signoretti to fill the expired terms of Jean Maurice Boyer and Mark Keating on the Sustainable Neenah Committee, term expires December 2017, all voting aye. II. III. IV. MSCRP Pollnow/Ramos to confirm Mayor Kaufert s reappointment of Ken Bonkowski to the Board of Appeals term expires January 2018, all voting aye. Mayor Kaufert introduced John Signoretti his appointee to the Sustainable Neenah Committee and asked him to say a few words. Peter Fetters was unable to attend the meeting. A. John Signoretti thanked the Council for appointing him to the Sustainable Neenah Committee. He is originally from Brooklyn, New York and met his wife in Virginia who is originally from Elkhart Lake. They lived in New York for thirty years then moved into Appleton two years ago. They recently purchased a house in Neenah. He has served on the Outagamie County/Waupaca Library System Board for two years. He is interested in getting involved locally. Clerk Sturn administered the oath to John Signoretti. Council Proceedings

8 Council Minutes January 21, 2015 Page 2 of 5 I. MSCRP Bates/Pollnow to approve the Council Proceedings of January 7, 2015 regular session, all voting aye. Consent Agenda I. MSCRP Ramos/Pollnow to approve the Consent Agenda as follows: A. Approve Beverage Operator license for: Daniel C. Krieg, Stephanie E. Mader and Lori M. Zettler. B. All voting aye. Public Services and Safety Committee I. Chairman Hillstrom reported the regular meeting of January 13, 2015: A. Committee recommends Council accept the roads in the Cottages at Woodside Green Subdivision and provide refuse collection services. 1. Mayor Kaufert advised the Council that this would need to be referred to the Plan Commission for their recommendation prior to approval by the Council. 2. MSCRP Hillstrom/Lendrum to refer acceptance of the roads in the Cottages at Woodside Green Subdivision and provide refuse collection services to the Plan Commission, all voting aye. B. Committee recommends Council adopt Preliminary Resolution No for Curb, Gutter and Bituminous (blacktop) Pavement on Bridgewood Drive (Cecil to Baldwin). (Resolution to follow) C. Committee recommends Council adopt Preliminary Resolution No for Curb, Gutter and Bituminous (blacktop) Pavement on Meadowview Street (W. Cecil to Hillcrest), Green Meadows Street (Meadowview to End) and Hillcrest Place (Meadowview to End). (Resolution to follow) D. Committee recommends Council adopt Preliminary Resolution No for HMA (Blacktop) Resurfacing Construction on Elmwood Court (Henry), Jean Street (Western to John) and Green Street (Third to Fourth). (Resolution to follow) E. Committee recommends Council adopt Preliminary Resolution No for sanitary sewer lateral construction on Bridgewood Drive (Cecil to Baldwin), Elmwood Court (Henry), Jean Street (Western to John), Green Street (Third to Fourth), Meadowview Street (W. Cecil to Hillcrest), Green Meadows Street (Meadowview to End) and Hillcrest Place (Meadowview to End). (Resolution to follow) F. Committee recommends adopt Preliminary Resolution No for Concrete Sidewalk/Bituminous Trail Construction on Alexander Drive (Bruce to Commercial), Bruce Street (Parkwood to Castle Oak), Marathon Avenue (Parkwood to Castle Oak) and Castle Oak Drive (Industrial to Marathon). (Resolution to follow) G. Committee recommends Council adopt Preliminary Resolution No for LED Lighting Installation in Forest Manor Plat. (Resolution to follow)

9 Council Minutes January 21, 2015 Page 3 of 5 Library Board I. Ald. Erickson reported from the Library Board meeting today at 4:00 pm: A. Several employees were trained and the Library was given the Purple Angel designation to assist those living with dementia. 1. The third Monday of each month they conduct a memory café for those living with dementia and their caregivers. She asked everyone to pass the word. B. She stressed the importance of people checking out books at the Library and encouraged everyone to do that. Resolutions I. Preliminary Resolution No for the Installation of curb, gutter and bituminous (blacktop) pavement on Bridgewood Drive (Cecil to Baldwin) was presented. A. MSCRP Bates/Hillstrom to adopt Resolution No , all voting aye. II. Preliminary Resolution No for the Installation of curb, gutter and bituminous (blacktop) pavement on Meadowview Street (W. Cecil to Hillcrest), Green Meadows Street (Meadowview to End) and Hillcrest Place (Meadowview to End) was presented. A. MS Ramos/Pollnow to adopt Resolution No B. Ald. Bates asked for an explanation of the preliminary resolution. C. Dir. Kaiser explained that a preliminary resolution is the first step in the special assessment process. It develops the costs for a planned street project and projected assessments for the work. It gets the ball rolling on the projects. D. Ald. Lendrum asked for an explanation of the entire approval process for street improvements. E. Dir. Kaiser explained that the process begins with approval of the preliminary resolution; assessment reports approved by PSSC; notices are sent to property owners regarding the assessment amount and date of the related public hearing; public hearing is held before the Council; and final resolution approval by PSSC and Council. F. Mayor Kaufert reminded the Council that the residents petitioned for these improvements. G. Ald. Hamblin asked for an explanation of the 1/3, 1/3, 1/3 policy regarding street improvements. H. Dir. Kaiser advised that the assessment policy has been that the residents on each side of the street pay 1/3 of the costs and the City picks up 1/3 of the cost. The City also picks up costs for intersection work and nonassessable frontage. This policy is in place for reconstruction of existing city streets. It does not apply to new street construction in new subdivisions. I. Mayor Kaufert asked when the decision would be made regarding rolling curbs.

10 Council Minutes January 21, 2015 Page 4 of 5 J. Dir. Kaiser advised that the engineers have found that they can make the standard curb work in this area. Public Works Superintendent Freese prefers the standard curb for snow plowing. It was put in the design for the street with standard curbs. K. Mayor Kaufert expressed concern that the residents seemed to want the rolling curb. He asked when that should be addressed if that is the desire of the Council. L. Dir. Kaiser advised that this would be the time to change that if it was the desire of the Council. M. Ald. Lendrum questioned why the standard is preferred for snow plowing. N. Dir. Kaiser indicated the standard curb creates more of a barrier for the plow blade. It also protects the grass on the terrace and rutting in the front yard if vehicles are parking on the lawn. There is not much of a cost difference. When there is a grade or drainage issue, the rolling curb would be used over the standard curb. O. Ald. Kunz indicated he puts stock in what staff decides. They are the engineers and know what is best. P. Ald. Pollnow expressed concern over offering the homeowners an option indicating we should go with the recommendation from Dir. Kaiser with the standard curb. Q. Motion carried, by the RollCall-Pro System, all voting aye. III. IV. Preliminary Resolution No for the installation of HMA (Blacktop) Resurfacing Construction on Elmwood Court (Henry), Jean Street (Western to John) and Green Street (Third to Fourth) was presented. A. MSCRP Ramos/Pollnow to adopt Resolution No , all voting aye. Preliminary Resolution No for the Installation of sanitary sewer lateral construction on Bridgewood Drive (Cecil to Baldwin), Elmwood Court (Henry), Jean Street (Western to John), Green Street (Third to Fourth), Meadowview Street (W. Cecil to Hillcrest), Green Meadows Street (Meadowview to End) and Hillcrest Place (Meadowview to End) was presented. A. MS Bates/Pollnow to adopt Resolution No B. Ald. Bates questioned why the street work is split out from the sanitary sewer work. She questioned why they are split up and not grouped together. C. Dir. Kaiser indicated the work is typically split. Sidewalks are also split up not included with the street or sanitary sewer work. D. Motion carried, by the RollCall-Pro System, all voting aye. V. Preliminary Resolution No for the installation of concrete sidewalk/bituminous trail on Alexander Drive (Bruce to Commercial), Bruce Street (Parkwood to Castle Oak, Marathon Avenue (Parkwood to Castle Oak) and Castle Oak Drive (Industrial to Marathon) was presented. A. MS Ramos/Hillstrom to adopt Resolution No B. Ald. Pollnow opposed the resolution because of the residents in the neighborhood. He feels it is important to stay consistent. He will vote against this.

11 Council Minutes January 21, 2015 Page 5 of 5 C. Ald. Bates indicated she feels we will shortchange the residents if we do not complete this work. D. Motion carried, by a 5-3 RollCall-Pro System vote, all voting aye, Ald. Erickson, Lendrum and Pollnow voting nay. VI. Resolution No for the installation of LED lighting in Forest Manor Plat was presented. A. MS Bates/Hillstrom to adopt Resolution No B. Ald. Bates indicated there are people on both sides of this issue. She stressed the importance of getting this project started and figuring out the LED lighting. C. Ald. Pollnow indicated Dir. Kaiser advised him that the costs could be done very simply. D. Ald. Kunz questioned whether the LED lights provide a savings. He indicated he would like to see the costs for the LED and the savings they provide from standard lighting. E. Ald. Bates asked Dir. Kaiser to bring a comparison of standard lighting costs versus the LED. F. Dir. Kaiser indicated he would provide that cost comparison. G. Motion carried, by the RollCall-Pro System, all voting aye. Unfinished Business I. Ald. Lendrum echoed comments made earlier by Ald. Erickson indicating checking books out at the Library does help the Library. A. Ald. Bates clarified that the county pays stipends based on the number of books checked out. Adjournment I. MSC Pollnow/Ramos to adjourn at 7:40 p.m., all voting aye. Patricia A. Sturn, WCPC/MMC

12 Proceedings of the Common Council of the City of Neenah Special Meeting Tuesday, January 27, 2015 The Common Council of the City of Neenah, Winnebago County, Wisconsin, met in special session at 7:30 p.m., January 27, 2015 in the Council Chambers of Neenah City Hall. Mayor Kaufert in the chair. Present: Aldermen Lendrum, Bates, Hamblin, Pollnow, Erickson, Hillstrom, Ramos, Kunz and Lang, City Attorney Godlewski, City Clerk Sturn, Director of Finance Easker, Director of Public Works Kaiser and Director of Community Development and Assessment Haese. Also Present: Ald. Candidate Todd Stevenson, Tom Rettler, Menasha Corporation Senior VP & CFO, Patrick Blaney, Corporation Counsel, Paul Paprocki, Tax Director and Post Crescent Reporter Duke Behnke. Mayor Kaufert called the meeting to order at 7:50 p.m. Development Agreement with Menasha Corporation MSC Bates/Pollnow to waive the to waive the 24-hour rule relative to providing minutes for Council consideration and action in order to permit a report of the special Board of Public Works meeting of January 27, 2015, all voting aye. Ald. Hamblin reported that the Board recommends Council approve the Development Agreement with Menasha Corporation for their new global headquarters located at 1645 Bergstrom Road. MSC Hillstrom/Pollnow to waive the to waive the 24-hour rule relative to providing minutes for Council consideration and action in order to permit a report of the special Finance & Personnel Committee meeting of January 27, 2015, all voting aye. Ald. Ramos reported the Committee recommends Council approve the Development Agreement with Menasha Corporation for their new global headquarters located at 1645 Bergstrom Road. MSCRC Pollnow/Ramos to approve the Development Agreement with Menasha Corporation for their new global headquarters located at 1645 Bergstrom Road, all voting aye. Adjournment MSC Hillstrom/Pollnow to adjourn at 8:08 p.m., all voting aye. Respectfully submitted, Patricia A. Sturn, WCPC, MMC City Clerk

13 SPECIAL COMMON COUNCIL MEETING MINUTES Tuesday, January 27, 2015 The Common Council of the City of Neenah, Winnebago County, Wisconsin, met in special session at 7:30 p.m., January 27, 2015 in the Council Chambers of Neenah City Hall. Mayor Kaufert in the chair. Present: Aldermen Lendrum, Bates, Hamblin, Pollnow, Erickson, Hillstrom, Ramos, Kunz and Lang, City Attorney Godlewski, City Clerk Sturn, Director of Finance Easker, Director of Public Works Kaiser and Director of Community Development and Assessment Haese. Also Present: Ald. Candidate Todd Stevenson, Tom Rettler, Menasha Corporation Senior VP & CFO, Patrick Blaney, Corporation Counsel, Paul Paprocki, Tax Director and Post Crescent Reporter Duke Behnke. Mayor Kaufert called the meeting to order at 7:50 p.m. Clerk Sturn called a voice roll call as the Mayor/Aldermen recorded their attendance in the RollCall-Pro System followed by the Pledge of Allegiance. Development Agreement with Menasha Corporation All members of the Common Council had been present for the Special Finance & Personnel Committee and/or the Special Board of Public Works meeting that preceded the special council meeting. Both bodies recommended approval of the Development Agreement with Menasha Corporation for the construction of their Global Headquarters at 1645 Bergstrom Road. Dir. Haese briefly outlined the project, which will include removal of the existing office space and construction of a new 101,000 square foot office building that will serve as the Global Headquarters of Menasha Corporation. The overall investment by Menasha Corporation will be in the range of $28 million. In addition, 25 new jobs will be added. The proposal is to assist Menasha Corporation with infrastructure, storm water management, site clearance and development costs in the form of a Developer Financed TIF Agreement that will pledge up to $1.55 million TIF funding from the newly created TIF District #9. As part of the agreement, the City will commit to constructing new turn lanes along Bergstrom Road in 2015 for an estimated cost of $100,000. Additionally, the City will commit to constructing a pedestrian facility with associated lighting from Breezewood Lane to the new building in 2016 for an estimated cost of $300,000. Demolition is slated to begin in spring 2015 with building occupancy in August Tom Rettler, Menasha Corporation Senior VP & CFO extended his appreciation to the City for consideration of this project. He advised the Council that they have considered other alternatives and felt this was the best option due to the fact that their in place workforce is outstanding & they would like to keep them embedded in the community and because of the strength and prosperity of the Fox Valley. Dir. Easker advised Ald. Bates that $9 million would add one more year to potential closing date.

14 Special Council Meeting Minutes January 27, 2015 Page 2 Tom Rettler responded to Ald. Lendrum regarding job creation. He indicated the project was not designed around job creation. They are sizing the proposed facility to support growth and it can support growth of 100 employees. He responded to Ald. Lendrum indicating out of state support positions will be relocated here. Ald. Bates questioned whether we have looked into continuing the sidewalk to CTH G. Dir. Kaiser advised they did not look real hard south of the freight driveway. Long term, the sidewalk/trails map lays out the facility along CTH G and this would tie into that. He assured Ald. Bates that he would look into the possibility of using LED lighting. Ald. Hillstrom supported the Development Agreement. He asked who would own the lighting. Dir. Kaiser advised that the budgeted number was for a WE Energies lighting system, with a standard pole and high-pressure sodium fixture. Mayor Kaufert thanked the representatives from Menasha Corp. for considering Neenah for their global headquarters. He advised the Council that staff has worked very hard on this project behind the scenes. Menasha Corporation has been a pleasure to work with. He personally is excited to see that Menasha Corporation is willing to invest in this community. This is a win/win for the company, community and employees. He thanked them for looking at Neenah to reinvest in. MSC Bates/Pollnow to waive the to waive the 24-hour rule relative to providing minutes for Council consideration and action in order to permit a report of the special Board of Public Works meeting of January 27, 2015, all voting aye. Ald. Hamblin reported that the Board recommends Council approve the Development Agreement with Menasha Corporation for their new global headquarters located at 1645 Bergstrom Road. MSC Hillstrom/Pollnow to waive the to waive the 24-hour rule relative to providing minutes for Council consideration and action in order to permit a report of the special Finance & Personnel Committee meeting of January 27, 2015, all voting aye. Ald. Ramos reported the Committee recommends Council approve the Development Agreement with Menasha Corporation for their new global headquarters located at 1645 Bergstrom Road. MSCRC Pollnow/Ramos to approve the Development Agreement with Menasha Corporation for their new global headquarters located at 1645 Bergstrom Road, all voting aye. Adjournment MSC Hillstrom/Pollnow to adjourn at 8:08 p.m., all voting aye. Respectfully submitted, Patricia A. Sturn, WCPC, MMC City Clerk

15 CITY OF NEENAH Public Services and Safety Committee Meeting Minutes Tuesday, January 27, :30 P.M. Hauser Room - City Administration Building Present: Chairman Hillstrom, Aldermen Bates, Hamblin, Lang and Lendrum Also Present: Mayor Kaufert, Director of Public Works Kaiser, Director of Community Development and Assessments Haese, Ald. Pollnow, Ald. Erickson, Ald. Kunz, Glenn Schroeder, Connie Schroeder, Judy Mead, Kat Simpson, Deb Shaffer, Sue Peterson, Ann LaFond, Josh Arthurs, Chuck Scheihing, Todd Stevenson. A quorum of the Common Council was present, but no action of the Council was taken. MINUTES: Motion/Second/Carried Lendrum/Hamblin to approve the minutes of the January 13, 2015, regular meeting. All voting aye APPEARANCES: Nature Trail Drive Residents - Backyard Fence Issue: Joshua Arthurs, 1324 Whispering Pines Lane, addressed the Committee with a request to install a fence along the rear lot of his property. His lot is located on the north side of Outlot 6 of the 1 st Addition to Nature Trails Subdivision. This outlot contains a multi-use trail. The plat restricts him from installing a rear yard fence. He has a small child in his family and would like to install a 4-foot chainlink fence to keep the child in the yard. He noted that it is his understanding that other homeowners in the fence-restricted area have tried to install fences and were prohibited from doing so. Director Haese provided background on the planning of the Nature Trails Subdivision and the purpose of the restriction. There was a concern that a 6-foot tall sight-tight fence, such as would typically be allowed on the rear lot line, along both sides of the trail would create an alley feel and a real or perceived safety problem. Users of the trail would not have an escape route if a problem arose. The City required the restriction as part of the development agreement and the restriction is noted on the face of the plat. A change would require the sign-off of the City. He suggested that the matter be referred to staff for consideration. Todd Stevenson, 1341 Blueberry Lane, addressed the Committee to state that he had several contacts with a similar request when he served as an alderman in that district. Mayor Kaufert also suggested that it be referred to staff for review and a recommendation be brought to a future Committee meeting. Joshua Arthur addressed the Committee with the concern that the restriction is focused on people using the path where he is concerned with keeping his family in the yard. Following discussion, Motion/Second/Carried Lendrum/Bates to direct staff to review the request and bring options to a future Committee meeting. All voting aye Glenn Schroeder, 2406 Forest Manor Court, addressed the Committee regarding the proposed sidewalk on Marathon Avenue. He provided the Committee with photos showing property line stakes and sidewalk sections through several driveways. He noted the location of the property lines is well away from the street and doesn t feel that sidewalk should be

16 Public Services and Safety Committee Meeting Minutes January 27, 2015 Page 2 installed that close to the houses. He also noted the poor condition of some of the sidewalk blocks located in the driveways and expressed the need for their replacement. He also stated a concern for the impact of trees if the sidewalk were placed at the property lines. He stated that, while he is not in favor of a sidewalk installation on Marathon Avenue, if it is done consideration should be given to placing it in a way that has the least impact. Ann LaFond, 2424 Marathon Avenue, addressed the Committee to note that if the sidewalk were placed at the property line, it would be 4 or 5 feet from the front walk to her house. Deb Shaffer, 2412 Marathon Avenue and 2433 Woodland Terrace, addressed the Committee to express opposition to sidewalk on Marathon Avenue. She feels that counts and surveys need to be done to make case that establishes the need for sidewalk. Motion/Second/Carried to move item V.D.2 Public Works General Construction and Department Activity forward to allow Director Kaiser to review his update on the Marathon Avenue sidewalk. All voting aye. Director Kaiser informed the Committee that staff had performed a topographic survey of the east side of Marathon Avenue between Castle Oak Drive and Parkwood Drive. From that, several sidewalk alignment alternatives were prepared to develop costs and to evaluate impacts on trees and driveways. The baseline alternative placed the sidewalk at the right-ofway line. A second alternative moved the sidewalk closer to the road but attempted to match the sidewalk sections at each of the driveways to minimize driveway repairs. A third alternative placed the sidewalk in a way to maintain a 6.5-foot standard terrace to the maximum extent possible while attempting to also avoid trees. Layouts are being reviewed with City Forester Trevor Fink. Since the selected alternative impacts the calculations for the Assessment Report, he plans to bring the alternatives to the next Committee meeting for review. COUNCIL REFERRALS: None UNFINISHED BUSINESS: None NEW BUSINESS: Parks and Recreation: None Police Department: None Community Development Department: 2014 Annual Building Permit Report: Director Haese reviewed the City of Neenah 2014 Annual Building Permit Report. Mayor Kaufert noted the reduction in Industrial building activity in 2014 and stated that we are experiencing similar issues to other communities. Director Haese noted that Neenah has about 100 residential lots available when that should be closer to 200 lots.

17 Public Services and Safety Committee Meeting Minutes January 27, 2015 Page 3 Following discussion, Motion/Second/Carried Lendrum/Bates to accept the 2014 annual building permit report. All voting aye Public Works Department: Approval of Special Assessment Reports: Committee reviewed the assessment report for installation of curb, gutter and bituminous (blacktop) pavement on Bridgewood Drive. The estimated rate is $44.00 per assessable front foot. Following discussion, Motion/Second/Carried Lendrum/Lang to authorize the Chairman to sign the assessment report for Preliminary Resolution No for Curb, Gutter and Bituminous (Blacktop) Pavement on Bridgewood Drive. All voting aye Committee reviewed the assessment report for installation of curb, gutter and bituminous (blacktop) pavement on Meadowview Street, Green Meadows Street and Hillcrest Place. The estimated rate is $42.00 per assessable front foot. Director Kaiser noted the planned installation of a biofilter on the east end of Green Meadows Street as part of this project. Mayor Kaufert requested a clarification and correction on the sewer lateral assessments shown for lands owned by the Wisconsin Department of Transportation. Director Kaiser stated that those assessments should be $0. Following discussion, Motion/Second/Carried Lendrum/Lang to authorize the Chairman to sign the assessment report for Preliminary Resolution No for Curb, Gutter and Bituminous (Blacktop) Pavement on Meadowview Street, Green Meadows Street and Hillcrest Place. All voting aye Committee reviewed the assessment report for installation of HMA (blacktop) resurfacing on Elmwood Court, Jean Street and Green Street. The estimated rate is $22.00 per assessable front foot. Ald. Pollnow addressed the Committee to request the future inclusion of street and utility rating information on the Assessment Report. Following discussion, Motion/Second/ Carried Lendrum/Lang to authorize the Chairman to sign the assessment report for Preliminary Resolution No for HMA (blacktop) resurfacing on Elmwood Court, Jean Street and Green Street. All voting aye Committee reviewed the assessment report for installation of sanitary sewer lateral on Bridgewood Drive, Meadowview Street, Green Meadows Street, Hillcrest Place, Elmwood Court, Jean Street and Green Street. The estimated rate is $45.00 per lineal feet. Following discussion, Motion/Second/Carried Bates/Lendrum to authorize the Chairman to sign the assessment report for Preliminary Resolution No for installation of sanitary sewer lateral on Bridgewood Drive, Meadowview Street, Green Meadows Street, Hillcrest Place, Elmwood Court, Jean Street and Green Street. All voting aye Public Works General Construction and Department Activity: 1. (Contract 2-14, Concrete Pavement Construction) Main Street/Green Bay Road intersection, Winneconne Avenue/Harrison Street intersection, Dixie Rd Relocation All work is complete. The final estimate is being taken to the next meeting of the Board of Public Works.

18 Public Services and Safety Committee Meeting Minutes January 27, 2015 Page 4 2. (Contract 4-14, Miscellaneous Concrete Sidewalk and Pavement Repair) We are awaiting favorable weather to continue the work on this contract. 3. Church Street Parking Ramp Additional sample fixtures are being installed. Staff is evaluating the light quality and reviewing light coverage data. 4. Design and specification work is being finalized for Bridgewood Drive, Elmwood Court, Jean Street, Green Street, Meadowview Street, Hillcrest Place and Green Meadows Street. 5. Skyview Drive The discharge pipes from the dewatering manhole to the catch basin have been replaced. Kuehl Electric is installing the control panel. The homeowner has not reacted favorably to the size and location of the equipment rack needed to operate the pumps. We have also been working with We Energies on locating the new service. The homeowner to the south of the installation has raised concern with the loss of a bush near his northeast lot corner in order to accommodate the We Energies facility needed to power the new pumps. The new pumps have arrived. 6. Staff has met with the YMCA staff to evaluate options to address their concerns with daycare drop-off and pick-up. 7. Staff is finalizing plans for a miscellaneous sanitary sewer grouting contract and a curedin-place pipe repair contract. 8. We received the biennial bridge inspection reports from Winnebago County. Staff is reviewing them to identify any repairs that may be needed. Any repairs needed may be reflected in future CIP requests if they cannot be handled with general street repair funds. Ald. Lendrum raised a concern with the Winneconne Avenue/Zemlock Avenue pedestrian crossing. She would like staff to evaluate the location to see if there are measures that can be taken to improve safety at the crossing. Mayor Kaufert noted that he had spoken to Police Chief Wilkinson on the matter and that they will do additional monitoring in that area. Ald. Bates requested that staff check the pedestrian crossing signal at Winneconne Avenue/Harrison Street. C.A. Licenses: Beverage Operator License Applications: The Committee reviewed the beverage operator license applications for Brandy L. Brockman, Carly J. Cerniglia, Mark W. Haffeman, Amanda J. Knutson and Lori A. Masin. Following discussion, Motion/Second/Carried Lendrum/ Lang to recommend Council approve beverage operator license applications for Brandy L. Brockman, Carly J. Cerniglia, Mark W. Haffeman, Amanda J. Knutson and Lori A. Masin. All voting aye Temporary Class "B" Retail Beer License - St. Gabriel Congregation - Friday Fish Fry Events: The Committee reviewed the request for a temporary Class "B" retail beer license application from St. Gabriel's Congregation for their Friday Fish Fry events. The events are to be held February 20, 27 and March 6, 13, 20 & 27, Committee questioned the number of events of this type that could be held by a single organization in one year.

19 Public Services and Safety Committee Meeting Minutes January 27, 2015 Page 5 C.A. Following discussion, Motion/Second/Carried Lendrum/Lang to recommend Council grant a temporary Class "B" retail beer license to St. Gabriel's Congregation, 900 Geiger Street, for their Friday Fish Fry events to be held on February 20, 27 and March 6, 13, 20 & 27, All voting aye Announcements/Future Agenda Items: None Motion/Second/Carried Bates/Hamblin to adjourn at 7:35 p.m. All voting aye Respectfully submitted, Gerry Kaiser Director of Public Works

20 CITY OF NEENAH FINANCE AND PERSONNEL COMMITTEE MEETING Monday, January 26, :00 p.m. Hauser Room, Neenah City Administration Building 211 Walnut Street, Neenah, Wisconsin MINUTES Present: Chairman Ramos; Aldermen Bates, Erickson, Kunz and Pollnow; City Attorney Godlewski; Director of Finance Easker. Others Present: Aldermen Hamblin, Hillstrom and Lendrum; Director of Human Resources and Safety Barber, Director of Community Development and Assessment Haese, Director of Public Works Kaiser, Director of Park and Recreation McCoy, Police Chief Wilkinson. Public Appearances: None. Minutes: Motion/Second/Carried Kunz/Pollnow to approve the minutes from the January 12, 2015 Regular Meeting. All voting aye. Motion/Second/Carried Pollnow/Bates to move up consideration of Position Vacancies Policy All voting aye. Position Vacancies Policy : Committed reviewed memo of Director Barber requesting a recommendation to Council to approve the Position Vacancies Policy as amended, # The policy updates language from the policy originated in 2003 and intends to outline the procedure for filling vacant, budgeted positions and proposing the creation of new positions. Committee and staff discussed various aspects of the proposed policy update. Director Barber indicated that the new language would allow for positions to be filled without committee approval if the vacancy occurs during the employee s probationary period. Discussion took place regarding the hiring authority of the Library Board and the language regarding budgeted positions. REPORT Motion/Second/Carried Pollnow/Erickson to recommend Council approve the Position Vacancies Policy as amended, # All voting aye. Filling Vacant Sanitation Positions: Committee reviewed memo from Director Kaiser requesting authorization to fill two sanitation position vacancies. Mayor Kaufert has reviewed the request and concurs with filling the vacant positions. Discussion took place regarding the current recruiting and hiring environment for these positions as well as the pending staff review of potential options for automated sanitation services. Motion/Second/Carried Kunz/Bates to authorize Public Works to fill the two sanitation position vacancies. All voting aye.

21 Minutes of the Meeting of the Finance and Personnel Committee January 26, 2015 Page 2 Parks and Recreation Administrative Assistant: Committee reviewed memo from Director McCoy requesting authorization to fill the part-time Parks and Recreation Administrative Assistant position vacancy. Mayor Kaufert has reviewed the request and concurs with filling the vacant position. Motion/Second/Carried Kunz/Pollnow to authorize Parks and Recreation to fill the part-time Administrative Assistant position vacancy. All voting aye. Request to Fill Officer Vacancy: Committee reviewed memo from Chief Wilkinson recommending authorization to fill the current and pending Police Officer vacancies to keep sworn staffing strength at 40. Mayor Kaufert has reviewed the request and concurs with filling the vacant positions. Discussion took place regarding the current recruiting and hiring environment for these positions. Motion/Second/Carried Kunz/Pollnow to authorize the Police Department to fill the current and pending Police Officer vacancies to keep sworn staffing strength at 40. All voting aye. Tentative Agreement for Collective Bargaining Agreement between the City and Neenah Professional Police & Police Supervisors, : Committee reviewed memo from City Attorney Godlewski recommending Council approve the Tentative Agreements with the Neenah Professional Police Officers Association and Neenah Police Supervisory Bargaining Unit for contract terms from January 1, 2015 to December 31, 2016 and authorize preparation and execution of amended contracts reflecting the changes outlined in the Tentative Agreements. The agreement calls for a 2% wage increase on 1/1/15 and 1/1/16 as well as a provision whereby union employees, starting 1/1/16, would be offered and pay contribution rates for health insurance plans the same as non-represented employees. Other provisions highlighted by Attorney Godlewski include various changes to language regarding hours, overtime, holidays, sick leave usage, sick leave payout at retirement, clothing allowance, emergency leave as well as management rights to extend the probationary period for new employees. The agreement also includes the formation of an informal Labor Management Committee to discuss contact language and other contract matters. The total estimated budget impact of the settlement is $63,200 for 2015 and $64,500 for Committee and staff discussed various aspects of the proposed two-year labor agreement. Director Barber explained the benefits to the City of the language ensuring that health insurance plans and contribution levels will be consistent with other nonrepresented employees. Chief Wilkinson provided his perspective on the importance of various language changes in the contract. Alderman Kunz discussed the impact the contract would have on the compensation levels for other City employees. Upon questioning from Alderman Pollnow, Director Easker explained that the 2015 budget impact is approximately $15,000 higher than budgeted and how that gap would likely be funded. Aldermen Pollnow and Bates questioned the powers of the new Labor

22 Minutes of the Meeting of the Finance and Personnel Committee January 26, 2015 Page 3 Management Committee. Upon discussion of that issue, Attorney Godlewski indicated that the final contract would include language that ensures that actions of the Labor Management Committee would in no way override the authority of the Police Chief. Committee also concurred with the suggestion that the word Advisory be added to the title of the committee. REPORT Motion/Second/Carried Erickson/Bates to recommend Council approve the Tentative Agreements with the Neenah Professional Police Officers Association and Neenah Police Supervisory Bargaining Unit for contract terms from January 1, 2015 to December 31, 2016 and authorize preparation and execution of amended contracts reflecting the changes outlined in the Tentative Agreements. All voting aye. Ordinance No : Annexation Lakeview School: Committee considered approval of Ordinance regarding the proposed annexation of the Lakeview School property. Committee reviewed the Annexation Impact Report memo from Director Easker, which summarized the financial and service impacts to the City of the proposed annexation. Committee and staff discussed various aspects of the proposed annexation. Items discussed included the $50,880 of deferred sanitary sewer and storm water fees as part of the agreement, the Town of Neenah boundary agreement and the effective date of the annexation and related police jurisdiction of the property. ORD Motion/Second/Carried Pollnow/Bates to recommend Council approval of Ordinance regarding the proposed annexation of the Lakeview School property. All voting aye. Fourth Amendment Plexus DC2 Development Agreement: Committee reviewed memo from Director Haese recommending Council approve the Fourth Amendment to Development Agreement with Plexus Corp. for the planned DC2 Development. Plexus Corp has requested another extension to allow them additional time to evaluate the feasibility of the DC2 development project at Two Plexus Way adjacent to their corporate world headquarters. Under the amendment, the closing date would move to March 15, 2016, Plexus will continue to guarantee a construction shortfall payment of approximately $48,000 based upon construction value of $2 million, and agreement that the parties will enter into good faith negotiations for a new Development Agreement for the site in Committee and staff discussed various aspects of the proposed amendment, and although there was a consensus to approve the amendment, some expressed concern with continuing with the extensions without more flexibility to explore other redevelopment options for the property. Mayor Kaufert said that Plexus management have communicated to him their appreciation of the City s patience in this matter as well as their continued strong interest in the DC2 development on that site.

23 Minutes of the Meeting of the Finance and Personnel Committee January 26, 2015 Page 4 REPORT RES Motion/Second/Carried Kunz/Erickson to recommend Council approve the Fourth Amendment to Development Agreement with Plexus Corp. for the planned DC2 Development. All voting aye. Resolution No Approving Public Depositories: Citizens Community Federal Bank and Community First Credit Union: Committee reviewed memo from Director Easker recommending adoption of Resolution approving the designation of Citizens Community Federal Bank and Community First Credit Union as public depositories of the City of Neenah. Director Easker indicated that the financial institutions would provide additional investment options as well as potential offsite tax collection alternatives. Discussion took place on various aspects of the proposed depository designations. Motion/Second/Carried Pollnow/Kunz to recommend Council adopt Resolution , approving public depositories: Citizens Community Federal Bank and Community First Credit Union. All voting aye. Resolution No Supporting the Partnership for Prosperity: An Agenda for a Competitive 21 st Century Wisconsin: Committee reviewed memo from Mayor Kaufert recommending adoption of Resolution No in support of the Partnership for Prosperity, an Agenda for a Competitive 21 st Century Wisconsin. The agenda was drafted by the League of Wisconsin Municipalities and includes a number of specific items the League considers important to ensure sustainable funding for municipal service provision now and in the future. Committee and Mayor Kaufert discussed various aspects of the document. Alderman Pollnow was concerned that the committee members did not have sufficient time to vet each agenda item, and expressed reservations about supporting the full agenda as presented at this time. He suggested that the document be referred to the City Legislative Review Committee. Mayor Kaufert said that the document was simply a framework of items and ideas that the League felt would benefit their membership, and felt the City needed to support their legislative lobbying efforts. Alderman Kunz supported moving the issue forward and allowing the full Common Council to debate the document. Alderman Bates said that, upon review, the agenda items made sense to her. Chairman Ramos indicated he felt he would need additional time to examine each agenda item and would abstain from this vote. Discussion took place on how any voting abstention could affect approval or denial at the Committee or Common Council level. RES Motion/Second/Carried Kunz/Bates to recommend Council adopt Resolution No supporting the Partnership for Prosperity: An Agenda for a Competitive 21 st Century Wisconsin. Aldermen Bates, Erickson and Kunz voting aye; Alderman Pollnow voting nay; Chairman Ramos abstained.

24 Minutes of the Meeting of the Finance and Personnel Committee January 26, 2015 Page 5 Fiscal Matters: December Vouchers: Motion/Second/Carried Bates/Pollnow to approve the December vouchers as presented. All voting aye. Motion/Second/Carried Bates/Kunz to convene in closed session at 9:45 p.m. pursuant to Wis.Stats. Sec (1)(e) for the purpose of discussing negotiating strategy relating to potential development projects within the US Highway 41 Industrial Corridor lying south of Breezewood Lane/Bell Street. All voting aye. Respectfully submitted, Michael K. Easker, CPA Director of Finance

25 Dept. of Human Resources and Safety 211 Walnut St. P.O. Box 426 Neenah WI Phone HEATHER C. BARBER DIRECTOR OF HUMAN RESOURCES AND SAFETY POLICY DATE: 6/27/03 EFFECTIVE DATE Immediately POLICY NO: TITLE: Position Vacancies Policy ISSUER: Human Resources COVERAGE: All City Departments; Regular Positions. AUTHORITY: Common Council, 6/18/03; final language approval, 7/2/03, Revised February 2015 DURATION: Indefinite SYNOPSIS: Process for filling vacant authorized positions and creating new City positions INTRODUCTION This Position Vacancy Policy intends to outline the procedure for filling vacant, budgeted positions and proposing the creation of new positions, and shall include both regular full time and part time positions. It is not intended to replace or change any policies regarding position authorization in the annual budgeting process. POLICY A. Budgeted Positions 1. When a vacancy occurs in any city department, the Department Head shall examine departmental operations to determine if department operations can be maintained without filling the position. The Department Head shall examine the position duties and determine whether those duties can be accomplished through reassignment to other employees within the department, departmental reorganization, or through subcontracting the duties with outside vendors. Care should be taken to insure that any decisions regarding duty reassignment or subcontracting of duties to private firms not violate existing City agreements with its unionized employees. The Department Head should consult with the City Attorney to determine the impact of duty reassignment or subcontracting on existing agreements. 2. After analyzing the need for the position, if the Department Head determines that the position does not need to be filled and can be handled through reassignment of duties without reorganization or subcontracting, the Department Head shall report the decision to the Mayor and Human Resources Director and to the Finance and Personnel Committee. No further action will be required. 3. If the Department Head determines that the position needs to be filled, s/he shall initiate the Fill Vacant Position Request Form on the City s Intranet. Once the form is initiated,

26 CITY OF NEENAH Office of the City Attorney Position Vacancies; Pol. No June 27, 2003 Page 2 HR will receive the request, and will forward the job description to the Department Head for updates. The Department Head will then detail the justification for filling the position in a memo to the Mayor. The memo shall include a summary of the analysis taken by the Department Head and resulting justification for filling the vacancy.. 4. The Mayor shall review the Department Head s justification for filling the position, consulting with the Human Resources and / or Finance Department as needed.. 5. The Mayor shall forward the Department Head s request to fill the vacant budgeted position and the current job description on to the Finance & Personnel Committee with a recommendation on whether the position should be filled. 6. The Committee shall review the Department Head s request and the Mayor s recommendation and decide whether to authorize filling the vacancy. The Committee s action shall be final. This process should be followed for both union and nonunion positions. For union positions, authorization to fill the vacancy should be obtained prior to posting the position in accordance with union contracts. Non-union positions and positions posted externally may be advertised for to begin receiving applications, but no offer of employment may be made prior to approval from the Finance and Personnel Committee. In the event an employee separates during their 12 month probationary period, a second approval will not be required by the Finance Committee, however, the Council shall be notified via memo of the separation and basic circumstances. B. Unbudgeted Position Creation 1. In the event that a Department Head determines that departmental needs have changed sufficiently to warrant the addition of a new position, the Department Head shall propose the new position in writing to the Mayor and Human Resources Director, providing justification on the need to create the position. Additionally, a draft job description should be included. 2. If after review, the Mayor concurs that the position should be created, Human Resources will forward the proposed position to the City s salary plan consultant for recommended placement on the salary plan. Once the recommended grade has been received, the Department Head shall initiate the Fill Vacant Position form on the intranet, and follow the steps to request to bring the vacancy before the Finance and Personnel Committee, as detailed previously. 3. If the committee concurs with the recommendation, the committee shall forward its recommendation to the Common Council for action. 4. If the Mayor recommends against creating the new position, the Department Head s proposal shall be sent to the Finance and Personnel Committee with the Mayor s

27 CITY OF NEENAH Office of the City Attorney Position Vacancies; Pol. No June 27, 2003 Page 3 recommendation for review. If the committee concurs in the Mayor s recommendation not to create the position, the proposal shall not proceed further. 5. If the Finance and Personnel Committee disagrees with the Mayor s recommendation and recommends the creation of the new position, Human Resources will forward the proposed position to the City s salary plan consultant for recommended placement on the salary plan, and that recommendation shall be forwarded to the Council for action. C. Library & Water Utility Employees Throughout this policy, where newly created library positions are involved, the Library Board shall be substituted for the Finance Committee and Common Council respectively; and where water utility positions are involved, the Water Commission shall substitute for the Finance and Personnel Committee.

28 *AMENDED MINUTES OF THE NEENAH PLAN COMMISSION* Tuesday, January 27, :15 p.m. Present: Mayor Dean Kaufert, Members Kate Hancock-Cook, Tim Hamblin, Gerry Andrews, Karen Genett, Chris Kunz, and Gerry Kaiser. Also present: Deputy Director of Community Development Brad Schmidt, Office Manager Samantha Jefferson, Alderman Bill Pollnow and members of the public. Minutes: MSC Andrews/Kunz to approve the December 9, All voting aye. Public Appearances: None Public Hearings: None. Consideration and recommendation of the City acceptance and conversion of two private streets Dogwood Trail and Buttonbush Way within the Cottages at Woodside Green subdivision: Deputy Schmidt explained that the owners of property in the Cottages at Woodside Green subdivision would like the City to accept two private roads within the subdivision Dogwood Trail and Buttonbush Way as public roads. While the Subdivision Ordinance requires public streets contain a minimum 60-foot right-of-way width and these roads have only a width of 24 feet, the Public Services and Safety Committee reviewed the request and has recommended the Council approve this petition. Also, the request is consistent with the City s Comprehensive Plan. Member Hancock-Cook asked about the ramifications of approving this petition regarding long-term maintenance. Member Kaiser explained that currently, there is no curb and gutter on these roads and that would not need to change due to the unique stormwater management plan that exists in the subdivision. Leon Church, the developer of the Cottages at Woodside Green, explained that tiny recycled pieces of glass were put into each driveway in the subdivision. This has diverted rainwater from the roadway and ultimately allows the rainwater to be soaked back into the ground. Member Gennett exhibited hesitation and pointed out that this might set a precedent for the City to accept other private roads as public. Member Kaiser explained that accepting these roads would in no way hold the City to some obligation to accept any other private roads as public roads and that each situation would be considered on a case-by-case basis. Member Andrews asked whether or not parking would be allowed on-street. Mr. Church answered that no parking is allowed on any of the streets in the subdivision, so the width of the street would not be a concern when it comes to that. Member Kaiser also explained that the residents of those roads know that road reconstruction will be 100% assessable and that the road will not be reconstructed until most of the expected construction of the subdivision area to the North is completed (it is expected that these roads will be utilized by construction vehicles). Mayor Kaufert asked about the current condition of these roads. Member Kaiser said that there are minor issues but none that would require immediate fixes. Resolution # MSC Kunz/Genett, the Commission recommends Council approve a resolution authorizing the land transfer of Outlot 1 of the Cottages at Woodside Green subdivision to the public subject to verification of the owner of Outlot 1 on the transfer deed. All voting aye. Consideration and recommendation of Ordinance # regarding the annexation of 10.0 acres on the southwest corner of Olde School Road and South Commercial Street (Lakeview School): Deputy Schmidt brought before the Plan Commission the proposed annexation into the City of Neenah of 10.0 acres of which is currently operated as Lakeview School. The City s Comprehensive Plan Future Land Use Map identifies this land as appropriate for school use and upon annexation, the property will be zoned R1. The area to be annexed is within the City of Neenah s Growth Area but will create a Town island. However, the Town and the City have agreed not to protest Town islands. Along with this, the Department of Administration has found this annexation to be in the public interest as defined by State Statutes. Ordinance # In the memo detailing this annexation, it was originally described that the school will connect to City water after the annexation. But in fact, the school will remain on well water until ten years have passed or the well fails. MSC Genett/Kaiser, the Commission recommends Council approve Ordinance # regarding the petition for annexation of 10.0 acres on the southwest corner of Olde School Road and S. Commercial Street (including S. Commercial Street/CTH A right-of-way) be accepted. All voting aye.

29 Plan Commission Minutes January 27, 2015 Page 2 Consideration of a 2 Lot CSM proposed by Habitat for Humanity on Meadowview Street: Deputy Schmidt outlined the petition of owner Habitat for Humanity to split a lot that they own on Meadowview Street. Both lots would meet the minimum design standards as outlined in the City s Subdivision Ordinance. The Commission asked if these lots would be used to build two Habitat for Humanity homes. Director Schmidt did not ask what the purpose of dividing the lots would be as any normal property owner would not be asked. There was some discussion on the neighborhood and whether or not Habitat for Humanity homes would fit in there. Member Kaiser said that the look and square footage of the Habitat for Humanity floor plans would not be atypical in this neighborhood. Member Genett pointed out that many of these petitions have been granted in the past with plans for even smaller lot sizes. CA CA MSC Kaiser/Hancock-Cook, the Commission recommends Council approve the 2 Lot CSM proposed by Habitat for Humanity on Meadowview Street. All voting aye. Consideration of a 2 Lot CSM proposed by Menasha Packaging on Gillingham Road: Deputy Schmidt explained the 2 Lot CSM that has been proposed by Menasha Packaging. They have purchased a portion of land from Industrial Towel and Uniform, Inc. and would like to add it to the Menasha Packaging Property. All of the land lies within the same zoning district. A portion of the land along Apple Blossom Drive will be dedicated to the public to match the existing right-of-way lines. MSC Andrews/Genett, the Commission recommends Council approve the 2 Lot CSM proposed by Menasha Packaging on Gillingham Road. All voting aye. Announcements and future agenda items: The UW Extension will hold Plan Commission Member Training on March 5 at the City of Neenah Library from 6:00-8:00 p.m. Plan Commission members from many municipalities around the Fox Valley will be attending. The training will outline the responsibilities of members of Plan Commissions. Future agenda items include the Development Agreement for the Castle Oak IV subdivision and the development of an assisted living facility on the lot behind Applebees. Adjournment: The Commission adjourned its meeting at 5:15 P.M. Respectfully Submitted, Samantha Jefferson Office Manager of Community Development

30 Minutes of the Board of Public Works Meeting Tuesday, January 27, Noon Hauser Room MEMBERS PRESENT: Mayor Kaufert, City Attorney Godlewski, Director of Finance Easker, Director of Public Works Kaiser, Director of Community Development & Assessment Haese and Aldermen Hillstrom & Hamblin. ALSO PRESENT: City Clerk Sturn and Alderman Pollnow. Mayor Kaufert called the meeting to order at 12:02 noon. MINUTES: MSC Hillstrom/Easker to approve the minutes from the December 9, 2014 Board of Public Works meeting, all voting aye. APPEARANCES: None. UNFINISHED BUSINESS: None. NEW BUSINESS: Public Works & Utilities REPORT Change Order No. 1 for Contract 2-14 Concrete Pavement Construction Winneconne Avenue/Harrison, Green Bay Road/Main Street and Dixie Road Realignment: Dir. Kaiser requested approval of Change Order No. 1 for Contract 2-14 concrete pavement construction at Winneconne Avenue and Harrison intersection, Green Bay Road and Main Street intersection and Dixie Road realignment to Vinton Construction Company, Manitowoc, in the amount of $55, MS Kaiser/Haese to recommend Council approve Change Order No. 1 for Contract 2-14 concrete pavement construction at Winneconne Avenue and Harrison intersection, Green Bay Road and Main Street intersection and Dixie Road realignment to Vinton Construction Company, Manitowoc, in the amount of $55, This Change Order is based on final project quantities and is the net of all project accounts some that exceeded the original allocation and others that came in below the allocation. The work that contributed to this change order was the removal of poor soils in several areas on the two intersections. This lead to increases in the Unclassified Excavation quantity and the Crushed Aggregate quantity. Dir. Kaiser indicated he is disappointed in this matter, as he did not properly apprise the Board and Council of the issues they were encountering. He and staff have discussed the need to more fully communicate these matters I the future. He recommended the funding sources outlined in his memo to fund this change order. The original contract amount was $1,011, therefore this change order is only 6% increase and does not fall under the 15% escalator to require Council approval. City Atty. Godlewski made a friendly amendment to include the funding sources outlined by Dir. Kaiser in the motion indicating adding the funding source would require the motion to be approved by Council. Both Dir. Kaiser who made the motion and Dir. Haese who seconded the motion were okay with the friendly amendment. Mayor Kaufert commented that the Dixie Road project was completed $57,000 under budget. The motion to approve Change Order No. 1 for Contract 2-14 concrete pavement construction at Winneconne Avenue and Harrison intersection, Green Bay Road and Main Street intersection and Dixie Road realignment to Vinton Construction Company, Manitowoc, in the amount of $55, and to approve the funding source as outlined by Dir. Kaiser: overage in the Plummer Avenue project ($17,192); overage in the Gruenwald

31 Board of Public Works Minutes January 27, 2015 Page 2 of 2 Avenue project ($11,550); overage in the Chestnut Street project ($14,246); overage in the Laudan Blvd. project ($9,317); overage in Main Street Slough Bridge ($10,700); Undesignated Pavement Repair ($43,874); and Undesignated Sidewalk/Trail Repair ($24,600) for a total of $131,479, carried, all voting aye. REPORT Final Payment for Contract 2-14 Concrete Pavement Construction Winneconne Avenue/Harrison, Green Bay Road/Main Street and Dixie Road Realignment: Dir. Kaiser requested approval of the Final Payment Contract 2-14 concrete pavement construction at Winneconne Avenue and Harrison intersection, Green Bay Road and Main Street intersection and Dixie Road realignment to Vinton Construction Company, Manitowoc, in the amount of $248, The above Change Order is included in this Final Payment. MSC Easker/Godlewski to recommend Council approve the Final Payment Contract 2-14 concrete pavement construction at Winneconne Avenue and Harrison intersection, Green Bay Road and Main Street intersection and Dixie Road realignment to Vinton Construction Company, Manitowoc, in the amount of $248,356.55, all voting aye. Community Development: REPORT Fourth Amendment to Plexus DC2 Development Agreement: Dir. Haese recommended approval of the Fourth Amendment to the Development Agreement with Plexus Corp. for the planned DC2 Development. He summarized the revisions: closing date will be moved to March 15, 2016; Plexus will continue to guarantee a construction value on 12/31/15 of $2 million and will result in a shortfall payment to the City of approximately $48,000; and also states that the parties will enter into good faith negotiations for a new Development Agreement for the site in The key provision in the Agreement is Plexus willingness to provide a construction shortfall guarantee of $2 million on the site. He advised that Plexus is looking for clarity to the uncertainty as to the planned redevelopment of Site 7, resolution of parking issues in the downtown and concern with traffic congestion in the downtown. Dir. Easker advised that the Finance & Personnel Committee at its meeting last night, recommended Council approve the Fourth Amendment to the Plexus DC2 Development Agreement. MSC Haese/Kaiser to recommend Council approve the Fourth Amendment to the Development Agreement with Plexus Corp. for the planned DC2 Development, all voting aye. ADJOURNMENT MSC Haese/Hillstrom to adjourn at 12:37 p.m., all voting aye. Respectfully Submitted, Patricia A. Sturn, WCPC, MMC City Clerk

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36 211 Walnut Street Neenah, WI AN ORDINANCE: By the Neenah Plan Commission Re: Annexing 10.0 Acres of land - Neenah Joint School District owned property to the City of Neenah. ORDINANCE NO Introduced: February 4, 2015 Committee/Commission Action: RECOMMENDED FOR PASSAGE AN ORDINANCE The Common Council of the City of Neenah, Wisconsin, do ordain as follows: Section 1. Pursuant to Section , Wis. Stats., the following described territory contiguous to the City of Neenah and presently in the Town of Neenah, be and the same hereby is, annexed to the City of Neenah, and the corporate limits of said City are hereby extended so as to include the following described property and shown on the attached Exhibit 1: Land being part of the NE ¼ of the SE ¼ of Section 4, Township 19 North, Range 17 East, Town of Neenah, Winnebago County, Wisconsin and part of the NE ¼ of the SE ¼ of Section 4, Township 19 North, Range 17 East, Town of Neenah, Winnebago County, Wisconsin and part of the NW ¼ of the SW ¼ of Section 3, Township 19 North, Range 17 East, Town of Neenah, Winnebago County, Wisconsin and part of the NE ¼ of the SE ¼ of Section 4, Township 19 North, Range 17 East, Town of Neenah, Winnebago County, Wisconsin. Commencing at the West 1/4 corner of said Section 3; thence S E, along the West line of the Southwest ¼ of Said Section 3 to point of beginning; thence S W, 37.0 ; thence S E, along the west right-of-way line of S. Commercial Street (County Highway A); thence N E, ; thence S E, ; thence S W, 45.0 ; thence S W, along the south right-of-way line of Olde School Road; thence S E, ; thence N E, ; thence N E, ; N W, along the east right-of-way line of S. Commercial Street (County Highway A); thence S W, to the point of beginning. Section 2. That said territory shall be zoned R-1 Single-Family Residential District. Section 3. That the limits of the Second Aldermanic District in the City of Neenah are hereby extended in such manner as to include said territory. Section 4. Severability. In the event any section, subsection, clause, phrase or portion of this ordinance is for any reason held illegal, invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision, and such

37 holding shall not affect the validity of the remainder of this ordinance. It is the legislative intent of the Common Council that this ordinance would have been adopted if such illegal provision had not been included or any illegal application had not been made. Section 5. Repeal and Effective Date. All ordinances or parts of ordinances and resolutions in conflict herewith are hereby repealed. This ordinance shall take effect from and after its passage and publication. Approved: Adopted: Published: Dean Kaufert, Mayor Attest: Patricia Sturn, City Clerk

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39 RESOLUTION NO A RESOLUTION SUPPORTING THE PARTNERSHIP FOR PROSPERITY: AN AGENDA FOR A COMPETITIVE 21 ST CENTURY WISCONSIN Whereas, the state Legislature and the Governor understand that job creation and economic growth is a top priority; and Whereas, municipalities are the foundation of Wisconsin s economy and local leaders share the same goal of job creation and economic vitality; Whereas, the state should focus its support and limited resources for local government on incorporated communities, which are the economic engines of the state as evidenced by the following: Wisconsin s metropolitan regions already account for 75% of the state s Gross Domestic Product. Wisconsin s cities and villages are home to 70 percent of the state s population, 87 percent of all manufacturing property, and 89 percent of all commercial property. Most of the small businesses created in Wisconsin get their start in cities and villages. Cities and villages are where nearly all technology-based entrepreneurship is occurring in Wisconsin. Startups and other knowledge-based economic activity occur almost exclusively within cities and villages. Whereas, to compete globally, Wisconsin needs to develop and maintain quality communities that can attract and retain talent and enterprise and spur job creation; Whereas, for the state s economy to flourish, state and local leaders must work collaboratively; Whereas, the League s Partnership for Prosperity legislative agenda recognizes that thriving municipalities are critical to a successful state economy and calls for a new state-local partnership to drive the state s economy forward and spur job creation by: 1) Helping communities continue to provide quality local services while holding the line on property taxes. 2) Investing in local transportation infrastructure. 3) Enhancing and promoting economic development best practices, like the expansion of the historic tax credit that was accomplished in the legislative session.

40 Now, Therefore, Be It Resolved, that the City of Neenah Common Council urges the Governor and the Legislature to work collaboratively with municipal leaders to accomplish the critical goals of job creation and economic growth. Be it Further Resolved, that the City of Neenah Common Council urges the Legislature and the Governor to enact the League s Partnership for Prosperity agenda (copy attached). Recommended by: Finance & Personnel Committee Moved: Passed: CITY OF NEENAH, WISCONSIN Dean R. Kaufert, Mayor Patricia A. Sturn, City Clerk

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