MEETING DATE TIME LOCATION Town Board Tuesday, November 7, 2017 Immediately Follows Sanitary District Meeting

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1 MEETING DATE TIME LOCATION Town Board Tuesday, November 7, 2017 Immediately Follows Sanitary District Meeting Grand Chute Town Hall 1900 Grand Chute Blvd Board Room A. CALL TO ORDER/ROLL CALL B. APPROVAL OF AGENDA/ORDER OF THE DAY C. PUBLIC INPUT Members of the public are welcome to address the Commission and Town Board. Individuals wishing to speak on an item (whether on the agenda or not) must sign in prior to the start of the meeting and may speak during the Public Input segment of the meeting. This segment is placed early in the agenda so that the public may make their comments prior to any discussion or action by the Commission or Town Board. Individual comments are limited to no more than three minutes each. The Public Input section is limited to a total of 15 minutes. The Commission/Town Board may suspend this rule if deemed necessary. Once the public input segment ends there will be no additional discussion from the audience. Note regarding non-agendized Town related matters: Pursuant to WI Statutes 19.83(2) and 19.84(2), the public may present matters; however, they cannot be discussed or acted upon until specific notice of the subject matter of the proposed action can be given. D. CONSENT AGENDA (Items on the Consent Agenda are routine in nature and require one motion to approve all items listed. Prior to voting on the Consent Agenda, items on the Consent Agenda may be removed at the request of any Supervisor and addressed immediately following the motion to approve the other items on the Consent Agenda.) 1. Approval of Regular Meeting minutes October 17, 2017 and Budget Workshop October 17, Licensing: (applications on file in the clerk s office)(license Committee recommends approval) a. Operator Licenses: 1) Approval of Applications to expire: 2019 dated 10/6/17 and 10/20/17 b. Liquor Licenses: 1) Change of Agent, Fox Valley Hospitality dba Holiday Inn, 150 S. Nicolet Road, appoints Maccarone Declements. E. FINANCIAL REPORTS 1. Approval of Voucher List November 7, 2017 F. UNFINISHED BUSINESS 1. Approve reallocating the 2017 capital expense of $13,700 to increase the 2018 budgeted capital expense for installation of base line fencing at Carter Woods Park. G. NEW BUSINESS 1. Plan Commission Recommendations: a. SE Special Exception requested by Peapom LLC, dba Team Behm & Budget Auto Sales, 512 W. Northland Avenue, for operation of an electronic message center sign. PC recommends approval. b. SE Special Exception requested by Bobby Property LLC, dba College BP, 3640 W. College Avenue, to allow logo signs that extend above the parapet/roof line of two gas island canopies. Director Buckingham to report results from 11/7/17 PC meeting. 2. Creation of Road Foreman position. 3. Acceptance of Sugar Court as a Town road. 4. Determine methodology of special assessment for the 2018 Casaloma Drive urbanization project including the Bentwood ponds and the Victory Lane roundabout.

2 5. Change Order #1 for Contract Casaloma/CTH BB Intersection Roadway and Traffic Signal Construction increasing the contract in the amount of $6, Approve rental terms and fee schedule for Town Center Park Community Building. 7. Approval of Development Agreement with Greene Development Appleton, LLC for the redevelopment of property in Tax Increment District No. 3, located at 3800 W. Wisconsin Avenue (former National Envelope Corp. site). 8. Method of payment ($10,000) to the City of Appleton for their Railroad Quiet Zone project. 9. Provide direction to the Treasurer regarding the 2017 Treasurer s bond. H. RESOLUTIONS 1. Resolution TBR FCEC Pledge and Security Agreement vial ROLL CALL VOTE. I. CLOSED SESSION 1. Motion to convene in Closed Session via ROLL CALL VOTE pursuant to WI Stats (1)(e) - Deliberations or negotiations on the purchase of public properties, investing of public funds or conducting other specific public business when competitive or bargaining reasons require a closed session (land acquisition)(tid development) and 19.85(1)(b) - Consideration of dismissal, demotion, licensing or discipline of any public employee or the investigation of charges against any public employee (not an evidentiary hearing) and 19.85(1)(f) - Considering financial, medical, social or personal history or disciplinary data of a specific Town employee which, if discussed in public, would likely have a substantial adverse effect upon the reputation of the public employee and (1)(g) - Conferring with legal counsel for the Town, legal counsel rendering oral or written advice concerning strategy to be adopted by the Town Board with respect to litigation in which the Town is now or is likely to become involved. 2. Motion to adjourn Closed Session and reconvene Regular Meeting. G. NEW BUSINESS CONTINUED 10. Discussion/action on closed session items. J. ADJOURNMENT Public Notice: Agendas are posted in the following locations: Town Hall bulletin boards & Town website Wisconsin Act 79 allows the publication of certain legal notices on an Internet site maintained by a municipality. This law allows these types of legal notices to be posted in one physical location in the jurisdiction (instead of three) if also placed on an Internet site maintained by the local government. Special Accommodations: Requests from persons with disabilities who need assistance to participate in this meeting should be made to the Clerk s Office at ( ) with at least 24-hour notice. Notice of Possible Quorum: A quorum of the Sanitary Districts, Plan Commission, Board of Review, Licensing Committee, Parks Commission, Joint Review Board, Zoning Board of Appeals and/or Police and Fire Commission may be present at this meeting for the purpose of gathering information and possible discussion on items listed on this agenda. However, unless otherwise noted in this agenda, no official action by the Sanitary Districts, Plan Commission, Board of Review, Licensing Committee, Parks Commission, Joint Review Board, Zoning Board of Appeals and/or Police and Fire Commission will be taken at this meeting. Page 2 of 2

3 SPECIAL MEETING BUDGET WORKSHOP TOWN BOARD TOWN OF GRAND CHUTE GRAND CHUTE BLVD., GRAND CHUTE, WI OCTOBER 17, 2016 CALL TO ORDER/ROLL CALL Special Meeting of the Grand Chute Town Board called to order at 2:00 p.m. by Dave Schowalter, presiding officer, for the purpose reviewing the 2016 Budget. PRESENT: Dave Schowalter, Jeff Nooyen, Jim Pleuss, Travis Thyssen, Bruce Sherman, and Karen L. Weinschrott, Town Clerk STAFF: Jim March, Town Administrator; Bob Buckingham, Community Development Director; Greg Peterson, Police Chief; Tim Bantes, Fire Chief; Mike Debruler, Richard Trilling, Fire Department; Thomas Marquardt, Public Works; Julie Wahlen, Finance Director/Treasurer; Bob Heimann, IT Director; Sam Sok, IT; Mary Baxter, Administration; Alissa Van Eperen, Finance. WORK SESSION TO DISCUSS DRAFT 2017 TOWN BUDGET Admin. March explained that this was the first year they had a Budget Overview Committee to include Chairman Schowalter, Supv. Sherman, Administrator March and Finance. They met with each department head to discuss their budget. Dir. Wahlen explained that she was able to transfer approximately $300,000 to the General Fund from room tax after a discussion with the State about reporting requirements and changes that will be forthcoming. There will be restrictions on the room tax revenues in the future. Admin. March explained that the 2017 budget is not very different from the previous years budgets. The Town currently has land for sale, but they have not included any revenue from any future land sale in the budget. IT/Administration/Finance/Clerk/Elections/Court/Town Board Administration and the IT budget are combined into one budget. Capital outlay for IT has averaged $200,000 a year. New postage machine needed that could cost up to $10,000. New mobile data computers in the squad cars and fire trucks are estimated at $70,000 for IT. Dir. Heimann explained that 2017 might be the last year he works full-time and said the department could run efficiently with the three remaining positions, thus saving costs for future budgeted salaries. The Election Clerk hours were increased. Community Development Sixty percent of the department expenses are covered by fees and revenues. Assessor department is outsourced: o State/County average cost is $18-25 per parcel cost for assessment services, the Town is below average by $12-13 per parcel cost. o They would like to increase the on-site office work by one day a week to help reduce overtime costs and provide more availability for assessor inquiries. He would like to see the Town move towards a document imaging system. Discussion took place on the sale of Town-owned land: o The Board would like a plan for the parcels near Town Hall to include design standards. Town Board agreed to keep $7,500 in the budget for Pulse. Police Department Similar to the 2016 budget.

4 SPECIAL MEETING BUDGET WORKSHOP TOWN BOARD TOWN OF GRAND CHUTE GRAND CHUTE BLVD., GRAND CHUTE, WI OCTOBER 17, 2016 Field Operations increased by 40 percent because officers are due for Taser recertification in 2017 and they are expanding the training budget. Budgeted $3,300 for the fitness room at Town Hall. Increased contractual services for towing. Budget Enhancements to include: o Adding an investigative lieutenant position (postpone hiring until July 2017). o Increase of 10 hours per week for a part-time records clerk (marked as postponed). o Adding a patrol lieutenant position (marked as postponed). Fire Department Healthcare physicals increased in price from the prior year. Budget enhancement for the Fire Administrative Assistant to be in the same salary category as the Police Department Executive Assistant. They are going to work with the DVR program to find a part-time secretary to help with office work. Salary surveys were sent out to 44 municipalities and 18 were returned: o They submitted the results to a salary sub-committee, which showed some of the positions were underpaid. It is difficult to fill positions. They should have 30 firefighters and they are down to 17. It is difficult to fill the paid-on-premise jobs and a wage increase was proposed in the budget. Discussion took place regarding the benefits of a Fox Valley Fire District. Public Works Department Boom Mower was in the 2017 budget. The transition for the new garbage/recycling contract was discussed. The taxpayers will be saving money on the special charges on their tax bills. Parks Department would like a forestry internship for one of the seasonal positions to assist with the trees. Enhancement for a Parks Laborer to increase hours from 1,200 hours to 1,600 hours and eliminate a part-time parks position. (one full-time employee for half a year for 1,600 hours and two seasonal employees) Vehicle purchases for capital equipment: cargo van, pickup truck, and a tandem axle dump truck. San District #2 has increased by three percent. Supv. Pleuss left at 5:15 p.m. Meeting recessed from 5:30 p.m. until 6:01 p.m. CIP Building renovation for PD investigator offices. Radio signal amplifier so the PD can get better radio signals. Records management system for the PD by either partnering with Outagamie County or City of Appleton. IT discussed a document management system to be used by all departments: o Outsource help for the scanning of all the old documents to get it up and running. Surveillance for parks and intersections: o Electronically open and close the park buildings o Cameras on up to 16 key intersections o License plate recognition software. New phone and voic system. Moving from an AutoCAD system towards a GIS-based system. Development of the Town Center Park: o Parking lot Page 2 of 3

5 SPECIAL MEETING BUDGET WORKSHOP TOWN BOARD TOWN OF GRAND CHUTE GRAND CHUTE BLVD., GRAND CHUTE, WI OCTOBER 17, 2016 o Pavilion/building o Master plan. Carter Woods baseball fields: o Tournaments o Maintenance of fields o Possible CVB grant funds if larger tournaments are brought in Sanitary and Street Projects: o Gillett Street o Morrison Street o Woodman Urbanization Design o Broadway Drive Reclamation o Lanser Lane and Lanser Court Reclamation o Perkins Street Water Main Replacement o Applegate Subdivision Street Lighting. ADJOURNMENT Motion (Nooyen/Thyssen) to adjourn. Motion carried. Meeting adjourned at 8:00 p.m. These minutes were taken at a Special Meeting held on October 17, 2016 and entered in this record book October 2, 2017 by: Karen L. Weinschrott Karen L. Weinschrott, Town Clerk Town of Grand Chute INITIAL DRAFT Page 3 of 3

6 TOWN BOARD MEETING TOWN OF GRAND CHUTE 1900 W. GRAND CHUTE BLVD., GRAND CHUTE, WI OCTOBER 17, 2017 CALL TO ORDER/ROLL CALL Meeting called to order at 7:02 p.m. by Dave Schowalter, presiding officer. PRESENT: Dave Schowalter, Jeff Nooyen, Travis Thyssen, Bruce Sherman, Jim Pleuss, and Karen L. Weinschrott, Town Clerk STAFF: Jim March, Town Administrator; Bob Heimann, IT Director; Tim Bantes, Fire Chief; Greg Peterson, Police Chief; Julie Wahlen, Finance Director; Tom Marquardt, Director of Public Works; Karen Heyrman, Deputy Director of Public Works; Robert Buckingham, Community Development Director; Mary Baxter, HR/Administration; Brent Braun, IT; Police Officers; Carl Sutter, McMahon Associates; Attorney Koehler, Herrling Clark Law Offices OTHERS: 0 signed attendance APPROVAL OF AGENDA/ORDER OF THE DAY Motion (Sherman/Pleuss) to approve. Motion carried. POLICE DEPARTMENT AWARD Chief Peterson presented a Meritorious Award to Caleb Menke. PUBLIC INPUT There was no public input. CONSENT AGENDA Approval of Regular Meeting minutes October 3, 2017 Licensing: (applications on file in the clerk s office)(license Committee recommends approval) Operator Licenses: Approval of Applications to expire: 2019 dated 9/22/2017 and 10/2/2017 Operator License Denials N. Niedermeier and C. Walton Liquor Licenses: Original application Class A Beer and Liquor for Dolgencorp, LLC dba Dollar General Store #19323, 102 E. Northland Avenue, Debra Jopek, Agent. Original application Class B Beer and Liquor for G & V Investments, LLC dba The Northland, 340 W. Northland Avenue, Craig Geerts, Agent. Change of Agent, CEC Entertainment, Inc. dba Chuck E. Cheese s #603, 4671 Michaels Drive, appoints Jaymes B. Black. Special Event Permits: Appleton Baseball Club, Inc., 2400 N. Casaloma Drive: Wisconsin Honors Banquet on November 11, 2017, at approximately 9:30 p.m Baseball Games: June: 1,2,8,9,29,30; July: 3,6,7,20,21,28; August 3,10,18,31 Accept Monthly Reports: Police Department, Fire Department, Public Works, Community Development, and Park Commission Motion (Nooyen/Thyssen) to approve the consent agenda. Motion carried. Page 1 of 4

7 TOWN BOARD MEETING TOWN OF GRAND CHUTE 1900 W. GRAND CHUTE BLVD., GRAND CHUTE, WI OCTOBER 17, 2017 FINANCIAL REPORTS Approval of Voucher List October 17, 2017 $589, ( ); Payroll $276,701.70; ACH $108, Motion (Thyssen/Sherman) to approve the voucher list. Motion carried. UNFINISHED BUSINESS City of Appleton Quiet Zone request. This item was previously tabled until budget meetings were to be conducted; however, Director Marquardt explained that the City will not sign an agreement regarding payment of road special assessments until they have a decision regarding the Town s contribution. Motion (Thyssen/Pleuss) to approve a $10,000 contribution for the Quiet Zone request. Dir. Marquardt explained that the contribution does not have to be immediately paid and could be budgeted in Motion carried. NEW BUSINESS Plan Commission Recommendations: CUP Conditional Use Permit requested by Victor W. and Michelle M. Vosters, 3730 E. Edgewood Drive, to allow grading and filling associated with dredging sediment from a navigable stream. PC recommends approval. Motion (Pleuss/Thyssen) to approve. Motion carried. SE Special Exception requested by Cedar Creek Marketplace, dba Cedar Creek Meat Market & Catering, 3220 E. Northland Avenue, for operation of an electronic message center sign. PC recommends approval. Motion (Nooyen/Thyssen) to approve. Motion carried. SEA Special Exception Amendment requested by Vande Walle s Candies, Inc., 400 N. Mall Drive, for replacement and operation of an electronic message center sign. Director Buckingham to reports results from 10/17/17 PC meeting. Director Buckingham reported that the Plan Commission recommends approval. Motion (Thyssen/Pleuss) to approve. Motion carried. SE Special Exception requested by Fire Apparatus & Equipment, Inc., 5793 W. Grande Market Drive, Suite C, to allow operation of a sales office for an automotive manufacturer s representative. Director Buckingham to reports results from 10/17/17 PC meeting. Director Buckingham reported that the Plan Commission recommends approval. Motion (Thyssen/Pleuss) to approve. Motion carried. Page 2 of 4

8 TOWN BOARD MEETING TOWN OF GRAND CHUTE 1900 W. GRAND CHUTE BLVD., GRAND CHUTE, WI OCTOBER 17, 2017 Change Order #1 Green Grove Road construction, increasing contract in the amount of $9, and revising the final completion date from September 15, 2017 to October 20, Motion (Sherman/Thyssen) to approve. Motion carried. Professional Services Agreement with McMahon Associates for the survey, CSM, design of the street, storm sewer, water main and sanitary sewer for the roadway connection between Rose Meadow Lane and Cobble Creek Drive in an amount not to exceed $16,500. Director Buckingham requested that a condition is listed that will provide him the opportunity to acquire a development agreement with the land owner prior to McMahon beginning this work. Motion (Pleuss/Sherman) to approve with requested condition. Motion carried. Approval of reallocating the remaining $12,000 of the 2017 Carter Woods Park ball diamond improvement CIP budget from scoreboard electrical to baseline fencing and moving $9,000 from 2018 to 2017 for the installation of baseline fencing. Motion (Thyssen/Pleuss) to approve. Supv. Thyssen explained that the ball diamond improvement should be fixed for safety reasons and parking due to the foul balls. If this was postponed until next year, the price would increase by $1,500. Money is in the budget to complete one side; however, if they fix both sides at the same time, they would save money. Since this is considered maintenance, it would not be part of the baseball club s three-year proposal. He stated the Parks Commission wanted to send out a letter to the baseball club asking for an update on their status and their intentions with the baseball diamonds. Chairman Schowalter asked if the 2017 price would be honored in the spring. The Town Board directed staff to see if they would hold the quote until next year and report back. They would also like an update from the baseball club. Motion (Nooyen/Pleuss) to hold until the next meeting. Motion carried. Approval of a Sidewalk Poetry Program as a part of the annual sidewalk maintenance work at a cost not to exceed $1,000. A discussion was held regarding the annual cost of this program as well as where the images would be placed. Grand Chute does not have a downtown area like the City of Appleton. Additionally, many subdivisions in Grand Chute do not have any sidewalks. Motion (Schowalter/Pleuss) to deny. Motion carried. RESOLUTION Resolution TBR establishing polling locations. Motion (Nooyen/Sherman) to approve. Motion carried. Page 3 of 4

9 TOWN BOARD MEETING TOWN OF GRAND CHUTE 1900 W. GRAND CHUTE BLVD., GRAND CHUTE, WI OCTOBER 17, 2017 CLOSED SESSION Motion to convene in Closed Session via ROLL CALL VOTE pursuant to WI Stats (1)(e) - Deliberations or negotiations on the purchase of public properties, investing of public funds or conducting other specific public business when competitive or bargaining reasons require a closed session (land acquisition)(tid development) and 19.85(1)(b) - Consideration of dismissal, demotion, licensing or discipline of any public employee or the investigation of charges against any public employee (not an evidentiary hearing) and 19.85(1)(f) - Considering financial, medical, social or personal history or disciplinary data of a specific Town employee which, if discussed in public, would likely have a substantial adverse effect upon the reputation of the public employee and 19.85(1)(g) - Conferring with legal counsel for the Town, legal counsel rendering oral or written advice concerning strategy to be adopted by the Town Board with respect to litigation in which the Town is now or is likely to become involved. Motion (Thyssen/Sherman) to convene in Closed Session via Roll Call vote: Thyssen Aye; Sherman Aye; Nooyen Aye; Pleuss Aye; Schowalter Aye. Motion carried. Roll call taken at 7:27 p.m. Closed Session began at 7:32 p.m. with all Board members, the Town Clerk, Attorney Koehler, Administrator March and Mary Baxter present. Clerk Weinschrott was excused at 7:34 p.m. Attorney Koehler was excused at 8:20 p.m. Motion to adjourn Closed Session and reconvene the regular meeting. Motion (Schowalter/Sherman) to adjourn Closed Session and reconvene the regular meeting. Meeting reconvened at 8:42 p.m. NEW BUSINESS CONTINUED No additional business was conducted. ADJOURNMENT Motion (Schowalter/Nooyen) to adjourn. Motion carried. Meeting adjourned at 8:42 p.m. These minutes were taken at a regular meeting held on October 17, 2017 and entered in this record book, October 18, 2017 by: Karen L. Weinschrott Karen L. Weinschrott, Town Clerk Town of Grand Chute INITIAL DRAFT Page 4 of 4

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125 AGENDA REQUEST 11/7/2017 TOPIC: Treasurer's Bond New Business Unfinished Business Reports Closed Session Ordinance/Resolution Department Reporting: Finance Meeting: Town Board Submitted By: Julie M. Wahlen, CPA ISSUE: The Wisconsin State Legislature made changes this past August to the municipal Treasurer's bond statute This changes the requirements for each municipal Treasurer's bond. For the tax season the Town needs to determine whether we want to take out a surety bond or approve an ordinance assuming responsibility. BACKGROUND/ANALYSIS: In the past, under WI Statute 70.67, the municipal Treasurer was required, unless exempted by the municipality taking out an ordinance, to obtain a bond for $250,000. For the tax season, the cost to the Town for this bond was $ Now, the revised statute requires that the Treasurer's bond must be no less than the amount of State and County taxes apportioned to the Town, which is over $12 million. In the past the Town has purchased the Treasurer's bond through The Horton Group. The rate they quoted for this new premium is $.1976 per thousand of limit. So with over $12 million levied by the County in 2016, Finance is calculating the Town's potential cost as being about $2,450. The other option, which has always been an exemption in the Statutes, is for the Town to pass an ordinance obligating the municipality to pay the County, if the municipal Treasurer fails to do so, for all State and County taxes required to be paid to the County Treasurer. This would be a one time ordinance, whereas the bond would be an annual requirement. The Town does have a crime policy in which the Town Treasurer is covered, however the policy states that coverage for the Town Treasurer is only provided above and beyond the amount of the required bond limit. The Finance department reached out to a few area municipalities to see how they were addressing this change, and both the City of Appleton and the Village of Fox Crossings had already approved an ordinance in prior years. RECOMMENDATION: Based on the increased cost of the Treasurer's Bond, the Finance department is recommending the Town Board approve an ordinance. The ordinance would be to accept responsibility to pay, in

126 case the Treasurer fails to do so, all State and County taxes required by law to be paid to the County Treasurer. If this is the direction the Board wishes to take, the Finance department will bring forward an ordinance at the next Board meeting. FISCAL IMPACT: BUDGET If the Board decides to keep purchasing the Treasurer's Bond, the Finance department will bring forward a budget adjustment for $2,250 to cover the increased cost of the bond at the next Board meeting. Since the State Statute was changed in August 2017, this additional cost was not included in the 2017 budget. If the Board decided to approve the ordinance, future budgets can be reduced by the $200 that was previously budgeted for the bond. ATTACHMENTS: N/A

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