FINAL

City of Neenah COMMON COUNCIL AGENDA (1) Monday, October 13, 2014 - 7:00 p.m.

Neenah City Hall Council Chambers

I. Roll Call and Pledge of Allegiance. SWEARING IN OF NEW POLICE OFFICER DARRIN DAHMS II. Introduction and Confirmation of Mayor’s Appointment(s). (None) III. Approval of Council Proceedings of October 1, 2014 regular session. (2 & 3) (Proceedings

and Minutes can be found on the City web site) (RollCall-Pro) IV. Public Hearings. (None)

V. Plan Commission report pertaining to the public hearings. (None) VI. Consideration of ordinances pertaining to the public hearings. (None)

VII. Consideration of resolution pertaining to the public hearings. (None) VIII. Public Forum.

A. Speakers should give their name and residential address (not mailing address) and are allowed five minutes to speak on any topic.

IX. Mayor/Council consideration of public forum issues. X. Consent Agenda.

A. Approve Beverage Operator licenses for: Stephanie A. Cheslock and Samantha M. Page. (PSSC)

B. Approve the new beverage operator license application for James L. Perri contingent upon payment of a delinquent utility bill of $243.94 and any other outstanding City fees. (PSSC)

C. (RollCall-Pro) XI. Reports of standing committees and consideration thereof.

A. Regular Public Services and Safety Committee meeting of October 7, 2014: (4) (Minutes can be found on the City web site) 1. Committee recommends Council approve the Revocable Occupancy

Permit to Investment Creations for installation of a stairway on Doty Avenue for their building at 116 S. Commercial Street. (RollCall-Pro)

B. Regular Finance and Personnel Committee meeting of October 6, 2014: (5 & 6) (Minutes can be found on the City web site) 1. Committee recommends Council reclassify the Property Appraiser 2

position from a Grade I to a Grade J. (RollCall-Pro)

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2. Committee recommends Council adjust the Vacation accrual schedule to provide 1 week of vacation after 60 days of hire, and one week after one year of employment, and requiring that upon separation within the first 12 months, any vacation used is paid back, and balance is not paid out and further requests that the 13 people hired in the past 12 months who did not receive an enhanced vacation package upon hire be credited with their first week of vacation at this time. (RollCall-Pro)

3. Committee recommends Council adopt Resolution No. 2014-18 to allow the City to include funds in the 2015 Capital Projects and Equipment borrowing to reimburse the City for up to $450,000 for its share of the cost of the used Fire/Rescue Aerial Truck. (Resolution to follow)

XII. Reports of special committees and liaisons and various special projects committees and

consideration thereof. A. Regular Plan Commission meeting of October 7, 2014: (Cancelled) B. Neenah-Menasha Fire Rescue Joint Finance & Personnel Committee meeting of

September 30, 2014: (7 & 8) (Minutes can be found on the City web site) (Vice Chairman Ramos) 1. Committee recommends the City of Neenah Common Council and City of

Menasha Common Council approve distributing the unspent 27 pay period accrued wages/fringes back to each City. The City of Neenah’s share would be 60.1% for a total of $133,703 and the City of Menasha’s share would be 39.9% for a total of $88,765. (RollCall-Pro)

2. Committee recommends the City of Neenah and City of Menasha Common Councils approve Affinity Occupational Health as the vendor for NMFR’s 2015 physicals and the City of Neenah’s health risk assessment vendor for the lab work for a total cost not to exceed the budgeted amount of $25,000.0. (RollCall-Pro)

C. Board of Public Works meeting of October 13, 2014: 1. Waiver of the 24-hour rule relative to providing minutes for Council

consideration and action. 2. Information Only Items:

a) Board action on Pay Estimate No. 3, Contract 2-14 Concrete Pavement Construction at Winneconne Avenue/Harrison Street, Green Bay Road/Main Street and Dixie Road Realignment to Vinton Construction Company, Manitowoc for $360,259.17.

b) Board action on Pay Estimate No. 1, Contract 4-14 Replacement Sidewalk Construction/Concrete Pavement Patch to Fischer-Ulman Construction, Inc., Appleton for $128,933.05.

c) Board action on Pay Application #2 for the Arrowhead Park Trail Contract PR14-01 in the amount of $158,455.044.

D. Library Board 1. Report from the Library Board – Ald. Erickson

E. Community Development Authority Update 1. Update from the CDA – Chris Haese

F. Sustainable Neenah Committee 1. Report from the Sustainable Neenah Committee – Ald. Kunz

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XIII. Presentation of ordinances and resolutions and consideration thereof. A. Resolution No. 2014-18 Official Intent to Reimburse Expenditures from Proceeds

of Borrowing. (9) (RollCall-Pro)

XIV. Presentation of petitions. A. Any other petition received by the City Clerk’s Office prior to the Common Council

meeting. XV. Council Directives. (10) XVI. Unfinished Business. XVII. Presentation of communications, claims, memorials, accounts and other new business.

A. Reminder to citizens regarding Voter Photo ID Law in effect for November 4, 2014 General Election. (Mayor Kaufert) 1. The Clerk’s Office has scheduled a Community Outreach at the Farmers’

Market on October 18, 2014. They will set up a booth to provide information and answer questions.

B. Absentee Voting for the November 4, 2014 General Election begins on Monday October 20th in the Council Chambers. Hours are from 8 am – 4:30 pm Monday thru Thursday and 8 am – 4:00 pm on Friday. Thursday October 30th and Friday October 31st voting will end at 5 pm.

C. Any announcements/questions that may legally come before the Council. D. Adjournment.

“Neenah City Hall is accessible to the physically disadvantaged. If special accommodations are needed please contact the Neenah City Clerk’s Office

at 886-6100 at least 24 hours in advance of the meeting.”

Proceedings of the Common Council of the City of Neenah Wednesday, October 1, 2014 - 7:00 p.m.

The Common Council of the City of Neenah, Winnebago County, Wisconsin, met in regular session at 7:00 p.m., October 1, 2014 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 and City Clerk Sturn. Also Present: Director of Finance Easker, Director of Community Development & Assessment Haese, Director of Public Works Kaiser, City Engineers Kummerow and Merton, Nick Vande Hey and Mike Rohrkaste. Mayor Kaufert called the meeting to order at 7:00 pm. Introduction and Confirmation of Mayor’s Appointment(s)

I. MSC Bates/Ramos to confirm Mayor Kaufert’s reappointment of Thomas

Buchta, Peter Casper and John Roos on the Neenah Harbor Committee for a 3-year term to expire October 2017, all voting aye.

Council Proceedings I. MSCRP Bates/Pollnow to approve the Council Proceedings of September 3 &

17, 2014 regular sessions, all voting aye. Public Services and Safety Committee I. Chairman Hillstrom reported the regular meeting of September 9, 2014: (Two Items

postponed from the September 17, 2014 Council meeting) A. Committee recommends Council approve the 2009 Memorandum of

Agreement Termination for the Washington School Parking Lot at an estimated cost of $12,600 with funds to come from the Parking Utility. MSCRP Hillstrom/Bates, all voting aye.

B. Committee recommends Council approve the Parking Lot Memorandum of Agreement with the Neenah Joint School District for use of the Washington School parking lot. MSCRP Hillstrom/Ramos, all voting aye.

II. Chairman Hillstrom reported the special meeting of October 1, 2014:

A. MSC Ramos/Bates to waive the 24-hour rule relative to providing minutes for Council consideration and action in order to permit a report of the special meeting of October 1, 2014, all voting aye.

B. Committee recommends Council approve the Beverage Operator License Applications for Alexander J. Calder, Christian J. Herb, Amy L. Kraning,

Council Proceedings October 1, 2014 Page 2 of 2

Michael D. Lloyd, Brian L. Murray, Jennifer M. Reichwald, Laura A. Spranger and Richard D. Thompson. MSCRP Hillstrom/Bates, all voting aye.

C. Committee recommends Council approve the Beverage Operator License Application for Joel P. Morgan and Tiffeni L. Price contingent of payment of delinquent water bills and court forfeiture. MSCRP Hillstrom/Bates, all voting aye.

D. Committee recommends Council approve the Street Use Permit for Down Syndrome Association of WI – Fox Cities for the Down Syndrome Awareness Walk in Riverside Park, October 4, 2014 contingent on receipt of their Certificate of Insurance. MSCRP Hillstrom/Pollnow, all voting aye.

E. Committee recommends Council approve the Retail “Class B” Malt & Liquor License Application for Two Broke Girlz, LLC d/b/a Two Broke Girlz, 430 Sherry Street, Autumn Johnson, agent. MSCRP Hillstrom/Pollnow, all voting aye.

Finance and Personnel Committee I. Chairman Ramos reported the regular meeting of September 22, 2014:

A. Committee recommends Council refund $3,535.40 of personal property taxes to PNC Equipment Finance LLC due to a palpable error per Wis. Stat. Sec. 74.33, with the City share to be funded by the City’s tax refund liability account. MSCRP Ramos/Bates, all voting aye.

B. Committee recommends Council contract with outside counsel, Attorney Warren Kraft, at a cost not to exceed $10,000, plus incidental expenses, to develop a mutually agreeable process between the property owner of 116 Main Street and both the CDA and City, including any necessary negotiations to complete the sale/purchase, for possible City/CDA acquisition of said property. MSCRP Ramos/Erickson, all voting aye.

Adjournment I. MSC Pollnow/Ramos to adjourn at 8:51 p.m., all voting aye. Patricia A. Sturn, WCPC/MMC

COMMON COUNCIL MINUTES Wednesday, October 1, 2014 - 7:00 p.m.

The Common Council of the City of Neenah, Winnebago County, Wisconsin, met in regular session at 7:00 p.m., October 1, 2014 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 and City Clerk Sturn. Also Present: Director of Finance Easker, Director of Community Development & Assessment Haese, Director of Public Works Kaiser, City Engineers Kummerow and Merton, Nick Vande Hey and Mike Rohrkaste. 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. Update On Storm Water Management Plan I. Dir. Kaiser introduced Nick Vande Hey of McMahon Associates to give a Municipal

Stormwater Permit Update. The goal of the Clean Water Act and EPA is to improve water quality in streams, rivers and lakes. The EPA delegated the DNR to issue permits in Wisconsin. The City of Neenah’s permit was issued in 2006 and renewed in 2014. As far as Stormwater Quality Management, the City must conduct a citywide urban stormwater analysis and evaluate total suspended solids (TSS) and total phosphorus (TP) pollutants. The City of Neenah is at 14% TSS so has a little work to do. He reviewed four options as additional best management practices to help achieve 20% TSS: High efficiency street sweeping with parking control ordinance (2/month residential, commercial and industrial); Mechanical street sweeping with parking control ordinance (2/month residential, 1/week commercial and industrial) plus expand Watershed for Commerce Court Pond and maintenance agreement for Neenah Foundry and Walmart; Mechanical street sweeping with parking control ordinance (2/month residential, 1/week commercial and industrial) plus construct Douglas and Harrison ponds; and Mechanical street sweeping with no parking control ordinance (1/month residential, 1/week commercial and industrial) plus expand Watershed for Commerce Court Pond and construct Douglas and Harrison Ponds. They are currently conducting public education and outreach to educate residents and assist the City in reaching its goal. Mr. Vande Hey answered questions from the Council. It was the consensus of the Council to have McMahon prepare cost estimates for the four scenarios along with % TSS increase for each. Mayor Kaufert thanked Mr. Vande Hey for the update.

Council Minutes October 1, 2014 Page 2 of 8 Introduction and Confirmation of Mayor’s Appointment(s)

I. MSC Bates/Ramos to confirm Mayor Kaufert’s reappointment of Thomas

Buchta, Peter Casper and John Roos on the Neenah Harbor Committee for a 3-year term to expire October 2017, all voting aye.

Council Proceedings I. MSCRP Bates/Pollnow to approve the Council Proceedings of September 3 &

17, 2014 regular sessions, all voting aye. Public Forum I. Mike Rohrkaste, 1417 Mahler Blvd, introduced himself as a candidate for the 55

th

Assembly District. He thanked the Council for the opportunity to speak. He is privileged to have survived the 5 person primary on the Republican side on August 12

th. He is currently campaigning for the General Election on November 4

th. He

hopes for a positive outcome. He plans are to take his business background working at Oshkosh Corp and Menasha Corp and focus on jobs. He will strive to increase jobs in the area and continuing the strong education we currently have. He would like to particularly focus on getting the skills of our workforce up, starting in the high schools to the technical colleges to help job growth and retention. Last he would like to figure out the best ways to spend our tax dollars most effectively. He thanked the Council for their consideration on November 4

th.

II. There being no further appearances, Mayor Kaufert declared the public forum

closed. Mayor/Council Consideration of Public Forum Issues I. Mayor Kaufert added there are two candidates for his 55

th Assembly seat, Mike

Rohrkaste and Mark Westphal. The Winnebago County League of Women voters is sponsoring a candidate forum here at Neenah City Hall. A. Clerk Sturn advised that the forum will be held on Tuesday October 21,

2014 at 6:30 pm in the Council Chambers at Neenah City Hall, 211 Walnut Street.

Public Services and Safety Committee I. Chairman Hillstrom reported the regular meeting of September 9, 2014: (Two

Items postponed from the September 17, 2014 Council meeting) A. Committee recommends Council approve the 2009 Memorandum of

Agreement Termination for the Washington School Parking Lot at an estimated cost of $12,600 with funds to come from the Parking Utility. MS Hillstrom/Bates.

Council Minutes October 1, 2014 Page 3 of 8

1. Ald. Pollnow asked Mayor Kaufert to update the Council on his discussions with NJSD Superintendent Pfeiffer.

2. Mayor Kaufert indicated they are not much interested in altering the agreement. They are currently looking at other ways to fully utilize the school. They may need the parking. The short-term solution may benefit the City to utilize that parking lot. Hopefully a remedy will come out of the parking study.

3. Dir. Kaiser added that the lease has a 90-day term notice. 4. Ald. Pollnow questioned the possibility of a phased payment as he

suggested during the last discussion. 5. Mayor Kaufert indicated they did not have much interest in phased

payments, we need to pay the bill. 6. Ald. Bates asked Dir. Kaiser to highlight the negotiations he had with

the NJSD. 7. Dir. Kaiser indicated the original cost was $24,000. He was able to

bring that down to $12,600. 8. Motion carried, by a 9-0 RollCall-Pro System vote, all voting aye.

B. Committee recommends Council approve the Parking Lot Memorandum of Agreement with the Neenah Joint School District for use of the Washington School parking lot. MSCRP Hillstrom/Ramos, all voting aye.

II. Chairman Hillstrom reported the special meeting of October 1, 2014:

A. MSC Ramos/Bates to waive the 24-hour rule relative to providing minutes for Council consideration and action in order to permit a report of the special meeting of October 1, 2014, all voting aye.

B. Committee recommends Council approve the Beverage Operator License Applications for Alexander J. Calder, Christian J. Herb, Amy L. Kraning, Michael D. Lloyd, Brian L. Murray, Jennifer M. Reichwald, Laura A. Spranger and Richard D. Thompson. MSCRP Hillstrom/Bates, all voting aye.

C. Committee recommends Council approve the Beverage Operator License Application for Joel P. Morgan and Tiffeni L. Price contingent of payment of delinquent water bills and court forfeiture. MS Hillstrom/Bates. 1. Ald. Pollnow questioned the process and what is done if an applicant

indicates they have no delinquent fines or forfeiture and it is found that they actually do.

2. Clerk Sturn informed everyone that applicants sometimes indicate they do not owe any fines or forfeitures and after the fact it is found that they do. That decision is not made by the Clerk’s Office so would be hard to check while the applicant is still in the office. Emails are sent and sometimes responses are not returned until a day or two later. Letters notifying the applicant of these delinquent payments are then sent. These applicants are listed separately from the others to indicate approval with a contingency. He informed Ald.

Council Minutes October 1, 2014 Page 4 of 8

Pollnow that this is a good tool to collect these delinquent fines/forfeitures.

3. Ald. Bates questioned if applicants can look this information up on line before they apply.

4. Dir. Kaiser indicated the Water Utility could provide them with that information if they called the front desk.

5. Dir. Easker indicated that there is no on-line way to look that information up at this time.

6. Motion carried by a 9-0 RollCall-Pro System vote, all voting aye. D. Committee recommends Council approve the Street Use Permit for Down

Syndrome Association of WI – Fox Cities for the Down Syndrome Awareness Walk in Riverside Park, October 4, 2014 contingent on receipt of their Certificate of Insurance. MSCRP Hillstrom/Pollnow, all voting aye.

E. Committee recommends Council approve the Retail “Class B” Malt & Liquor License Application for Two Broke Girlz, LLC d/b/a Two Broke Girlz, 430 Sherry Street, Autumn Johnson, agent. MSCRP Hillstrom/Pollnow, all voting aye.

Finance and Personnel Committee I. Chairman Ramos reported the regular meeting of September 22, 2014:

A. Committee recommends Council refund $3,535.40 of personal property taxes to PNC Equipment Finance LLC due to a palpable error per Wis. Stat. Sec. 74.33, with the City share to be funded by the City’s tax refund liability account. MS Ramos/Bates. 1. Ald. Ramos further explained that this refund is due to the fact some

of the personal property was listed initially on a for profit site of Theda Care rather than where it was actually located at Theda Clerk.

2. Ald. Pollnow pointed out that the tax refund liability account has a balance of -$18,518.50. He asked how we could bring that account to a zero balance.

3. Dir. Easker advised that it would be up to the Mayor and Council to decide if they want to move that to a zero balance immediately. It is a holding account and each year at budget time money is set aside for that account. Some year we do not need to use the money at all and its just accumulates. In the past couple of years we have had some claims with regard to refunded taxes that we needed to access that account and brought it into a negative balance. We currently put $5,000 a year into that account. We could certainly increase that if the Council wishes. This is a small deficit balance for which he is not really concerned.

4. Ald. Pollnow added that at $5,000 a year it would take 5+ years to bring that account in the positive. He would like to increase that yearly amount.

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5. Dir. Easker indicated this item is listed in his budget and can be increased during the budget process.

6. Mayor Kaufert added that a budget should be looked at over long term. It will take a while to get this back to zero. The City has a large reserve, approximately 18%. We could shuffle dollars but the key is we have a healthy reserve.

7. Dir. Haese commented that this is a personal property palpable error. Personal property is self reported therefore this is an error on the taxpayer’s side of the equation and not an error of our assessment staff.

8. City Atty. Godlewski concurred with Mayor Kaufert that we could say no but then they would sue us. He advised that the Board of Review made this recommendation.

9. Motion carried by a 9-0 RollCall-Pro System vote, all voting aye. B. Committee recommends Council contract with outside counsel, Attorney

Warren Kraft, at a cost not to exceed $10,000, plus incidental expenses, to develop a mutually agreeable process between the property owner of 116 Main Street and both the CDA and City, including any necessary negotiations to complete the sale/purchase, for possible City/CDA acquisition of said property. MS Ramos/Erickson. 1. Ald. Lendrum clarified that 116 Main Street is Under the Dome

owned by Mayor Kaufert. Mayor Kaufert has handed the reins over to his wife. She asked why this is being done.

2. City Atty. Godlewski indicated since Dean serves as his immediate supervisor and he represents the CDA, he has a conflict of interest therefore recommends outside Counsel to oversee this. Atty. Kraft was the City Attorney for Oshkosh for approximately 20 years and has 30 years of municipal experience including many transactions with development projects similar to this.

3. Motion carried by a 9-0 RollCall-Pro System vote, all voting aye. Board of Public Works I. Vice Chairman Hamblin reported the meeting of September 23, 2014:

A. Informational Items: 1. The Board approved Pay Estimate No. 6, Contract 1-14 Sewer and

Water Main Construction and Street Resurfacing on Plummer Avenue, Gruenwald Avenue, Chestnut Street and Laudan Boulevard, in the amount of $56,346.21.

2. The Board approved Pay Estimate No. 2, Contract 2-14 Concrete Pavement Construction at Winneconne Avenue/Harrison Street, Green Bay Road/Main Street and Dixie Road Realignment to Vinton Construction Company, Manitowoc in the amount of $232,758.53.

Council Minutes October 1, 2014 Page 6 of 8 II. Vice Chairman Hamblin reported the meeting of September 24, 2014:

A. Informational Items: 1. The Board approved Change Order #3 for Contract PR14-01

Arrowhead Park to excavate below sub-grade with additional breaker and fabric in an estimated amount of $2,500.00.

Council Technology Committee I. Ald. Pollnow reported from the meeting of September 24, 2014:

A. County Supervisor Bill Barribeau and Information Technology Supervisor John Anderson presented the Committee with an overview of the electronic information system utilized by Calumet County. They utilize iPads and iCompass agenda software, which they purchased for $8,000. Their initial buy in was $30,000. There are reoccurring annual fees involved with this system. A draw back he sees in this system is that your notes are not saved. Town of Grand Chute Clerk Karen Weinschrott and her IT Coordinator Lorri Rohde presented an overview of the electronic system they utilize. They implement a different solution for their board. They focused more on utilizing their current process to develop a method to use iPads with no software solution. They utilize their current network/server and created a shared directory for all agenda items to be placed. Each department head is responsible to put their agenda items in that directory. At the deadline for placing agenda items on the agenda, the Clerk creates the agenda by combining the documents from all departments and posts it. Anything not in the directory by the deadline will not be on the agenda. Basically she uploads it to drop box, which is a free cloud based solution. Each member of the board can then access the agenda. The purchase of the iPads was pretty much the only expense they had. This really seems to work for them. They were very energetic and excited about their process. He needs to schedule a meeting with Dir. Wenninger, City Atty. Godlewski and Clerk Sturn to get their input to see what their take is on this, specific to Neenah. He feels the RFI was a little premature which is why it had “draft “ written on it. It was a good meeting and he feels the committee is making a lot of progress. 1. Ald. Lendrum asked that all the information be compiled into the

pros and cons the committee has learned. 2. Ald. Pollnow indicated pros and cons are subjective. He wants to

get a weigh in on the legal side by City Atty. Godlewski, City Clerk Sturn and Dir. Wenninger. He will put something together for Ald. Lendrum. The Council will need to decide whether they would like to go “process driven” driven like Grand Chute. The next step can always be done later.

3. Ald. Bates added that her concern is about taking notes and the ability to save them. She agrees that the next step is to get input from City Atty. Godlewski, City Clerk Sturn and Dir. Wenninger.

Council Minutes October 1, 2014 Page 7 of 8

4. Mayor Kaufert indicated it was a good start and he learned a lot. He thanked Bill Barribeau & John Anderson from Calumet County and Karen Weinschrott & Lorri Rohde from the Town of Grand Chute for taking time out of their schedule to come and present this.

Landmarks Commission I. Ald. Lang reported from the Landmarks Commission:

A. The Commission continues to work on the downtown historic brochure, which will highlight the well-preserved properties in Neenah’s only historic district.

B. The Commissioner enlisted the aid of Charles Dunning, a local photographer in the creation of panoramic photos of each block in the district.

C. Saturday October 4th from 11 – 3 pm is the Vintage Adventure event in

downtown Neenah. Landmarks Commissioners will host free narrated trolley tours of Wisconsin Avenue and Lakeshore Drive. Other activities include guided tours of the historic ERA building, a Victorian Tea, a Classic Car Show, Civil War Re-enactment and a history scavenger hunt.

Bergstrom Mahler Museum of Glass I. Ald. Lang reported from the Bergstrom Mahler Museum

A. The Museum will be holding the Art in Motion event from October 10th

through October 12th. This fund raising event will feature several activities

throughout the weekend. Join them for a tribute to contemporary master glass artist Paul Stankard and listen to a discussion of Art in Motion with Ferrari expert Wayne Obry of Motion Products, Inc. as they combine fine art with fast cars to benefit Bergstrom Mahler Museum of Glass. The weekend of activities begins at 5 pm on Friday October 10

th at Liberty Hall in

Kimberly. For further information and tickets, visit their web page. Reports on Neighborhood Groups I. Ald. Erickson reported from the Business Improvement District Board (BID Board)

meeting of September 17, 2014: A. The BID had a successful summer of concerts and farm markets. The

Farmers Market will continue until October 18th. Starting on October 25

th

and continuing November 1st, 8

th and 15

th the farm market will move indoors

at the Market Place. B. Neenah High School Homecoming Parade is this Friday starting at 5 pm in

Riverside Park. New Business

Council Minutes October 1, 2014 Page 8 of 8 I. Mayor Kaufert reminded citizens of the newly reinstated Voter Photo ID Law in

effect for November 4, 2014 General Election. Voters will be required to provide a photo ID before being given a ballot. The Clerk’s Office has scheduled a Community Outreach at the Farmers’ Market on October 18, 2014. They will set up a booth to provide information and answer questions. Questions can be directed to the Clerk’s Office.

II. Friday October 3

rd is National Manufacturing Day and the month of October is

National Manufacturing Month. Carrie Ann Zeinert, a teacher at St. Mary’s informed Mayor Kaufert that she shares this with her students. Everyone should understand the importance of manufacturing to our community.

III. Mayor Kaufert reminded everyone that the next Council meeting will be held on

Monday October 13th rather than Wednesday October 15

th due to the number of

Council members attending the League of Wisconsin Municipalities Conference in Middleton.

Adjournment I. MSC Pollnow/Ramos to adjourn at 8:51 p.m., all voting aye. Patricia A. Sturn, WCPC/MMC

CITY OF NEENAH Public Services and Safety Committee Meeting Minutes

Tuesday, October 7, 2014 - 7:00 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 Assessment Haese, Alderman Pollnow A quorum of the Common Council was present, but no action of the Council was taken. MINUTES: Motion/Second/Carried Lendrum/Bates to approve the minutes of the September 9, 2014, regular meeting and the October 1, 2014, special meeting. All voting aye APPEARANCES: Mayor Kaufert made the Committee aware of a marketing effort that the Mayor’s office is participating in for the Neenah High School musical production of “Footloose”. He noted that the publicity that Neenah is banning dancing is being done satirically as part of the show’s promotion. Mayor Kaufert left the meeting. COUNCIL REFERRALS: None UNFINISHED BUSINESS: None NEW BUSINESS: Parks and Recreation: None Police Department: None Community Development Department: None Public Works Department: Further Discussion of Proposed Development North of the Cottages at Woodside Green: Directors Haese noted that the principals involved in the discussion, David Winkel and Jim Esler, had other commitments that kept them from this meeting. He indicated that staff was not expecting formal action from the Committee without further input from those individuals. He provided an overview of the history of the annexation and development of the Cottages at Woodside Green including a discussion of the involvement that the Wisconsin Department of Natural Resources in developing the storm water management techniques used. Ald. Lang relayed a discussion that she had with a current resident of the Cottages development. That resident was unaware of discussions on the prospect of the current private streets becoming public streets. She noted that the residents would want to be able to provide input on the concept. She expressed a concern that the residents purchased those homes assuming a certain arrangement and this would be a major change to those expectations.

Public Services and Safety Committee Meeting Minutes October 7, 2014 Page 2 Director Kaiser reviewed a discussion held with the developer, Leon Church, relative to service costs for current residents and the concept of converting the private streets to public. This past winter, the residents paid about $2,900 for snow removal. If the streets were to be public, the City would look to expand the current quid pro quo arrangement with the Town of Neenah to include those streets in the Town’s plowing. In regard to reuse collection, Director Kaiser received some information from Leon Church, but that information needs clarification. Committee discussed the storm sewer management techniques used in the Cottages. Director Kaiser noted that, if the City were to accept the streets, he would not anticipate making changes to the system. This would require that the streets remain a rural type street without curb/gutter. The existing streets have 2 inches of asphalt pavement on 12 inches of gravel. This is comparable to the temporary streets that have been installed in our newer subdivisions. He stated that the City should look to approach future street reconstruction in a manner to the way it will be handled when those streets are reconstructed with the project costs being 100% assessable. Committee discussed the need to have connectivity in the streets in the adjacent developments. Director Haese reviewed the difficulties experienced in marketing the Cottages development and stressed the desirability to provide connectivity between the adjacent developments. He also indicated that a private road/public road mix was not desirable. Committee discussed the options for the City to accept the roads in the Cottages and again expressed a concern that the residents have an opportunity to provide input. Ald. Bates expressed concern with accepting the roads in the Cottages given the wide departure from the City's standards. Ald. Pollnow addressed the Committee to ask if the prospective developer of the property north of the Cottages was aware of the need to install a water booster station at an estimated cost of $200,000. Director Kaiser stated that he wasn't aware if Water Utility Director Taylor has discussed that with the developer. He also noted that the Water Utility was collecting pressure data to confirm the need for the station in order to serve that property. The consensus of the Committee was that staff should explore the process by which the City could accept the streets in the Cottages and contact the residents to make them aware that this was being considered. Revocable Occupancy Permit - ERA Building, 116 S. Commercial Street: Director Kaiser reviewed the request from Investment Creations regarding a building issue that required occupancy of a small portion of E. Doty Avenue right-of-way to install an internal stairway on the south side of the building that would replace an exterior stair located on the east side of the building. The internal stairway would lead to a stoop on the exterior of the south side of the building that would occupy about 6"-8" of right-of-way on Doty Avenue. The internal stairway is necessary to meet the needs for the future expanded use of the building at 116. S. Commercial Street. Staff has determined the revocable occupancy permit can be granted without impact on the use of the sidewalk along Doty Avenue. Committee discussed the location of the internal staircase and the remaining sidewalk clearance between the stoop and a power pole located near it. Director Haese reviewed building code issues dictating the

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Public Services and Safety Committee Meeting Minutes October 7, 2014 Page 3 need for the interior staircase. Director Kaiser noted that 5 feet would remain between the stoop and the power pole. Following discussion, Motion/Second/Carried Lendrum/Lang to recommend Council approve the Revocable Occupancy Permit to Investment Creations for installation of a stairway on Doty Avenue for their building at 116 S. Commercial Street. All voting aye Discussion of Skyview Drive Dewatering Manhole: Director Kaiser provided an overview of the need and history for a dewatering manhole adjacent to 1198 Skyview Drive. The pumping capacity at the manhole has been insufficient over the past several years and the City has provided supplemental pumping with a portable gas-powered pump. He noted that the insufficient capacity could be related to improvements made to reduce I/I in the sanitary sewer network in this area. Groundwater that was previously transported through leaks in the sanitary sewer is now filling the rock trenches. He also stated that, in his view, the City made a commitment to address this issue when the original pump station was put into service in 1999 and this project is a continuation of that commitment. Staff has analyzed a number of options to eliminate the use of the portable pumps – increasing capacity at the existing manhole or installing a second pump station near the Lake Edge Lift Station. After doing additional testing at the Lake Edge Lift Station site, staff has concluded that site will not provide the relief needed at 1198 Skyview Drive. The cost to upgrade the existing dewatering manhole is approximately $31,000. This work involves replacing the existing pumps with higher capacity pumps/floats/controls, upgrading the electric service to 100 amps and installing larger diameter outlet piping. He noted that the cost for a dialer system to monitor the pump status was not included in the project and would add $5,000 to the project cost. The original budget for this upgrade was $18,000. Director Kaiser indicated that the additional funds needed would come from the capital budget item for lift station upgrades. Committee discussed the rationale for the city’s involvement in the site and the possibility that other changes in the area could be causing the problem. They requested additional information about the cost to operate the temporary pump at this location. Director Kaiser noted that he has also received noise complaints from a number of property owners in the vicinity. Ald. Pollnow addressed the Committee to inquire as to the cost of treating I/I. He also expressed a concern that the homeowner is not bearing any of the cost of this work of which he is the primary beneficiary and suggested that the homeowner be responsible for a portion of the electric bill. Ald. Bates noted that when the temporary pump is in place, the homeowner monitors and refuels it. Director Kaiser indicated that the cost to treat I/I has hard costs like treatment and pumping and hidden costs, such as the loss of piping and pumping capacity. He noted that his main concern with this installation was that it not become standard procedure for other areas where residents deal with high groundwater. Motion/Second Bates/Lendrum to authorize staff to spend $31,000 to upgrade the dewatering manhole. Further discussion was held on the proper procedure for this action, if it only

Public Services and Safety Committee Meeting Minutes October 7, 2014 Page 4 required Committee approval or if Council approval was needed. Discussion also continued on the advisability of requiring a homeowner cost share in the monthly electric charges. Following discussion, Motion/Second/Carried Bates Lendrum to table the matter to provide Director Kaiser time to confer with City Attorney Godlewski and Finance Director Easker regarding the proper approval process and issues related to homeowner cost participation. Public Works General Construction and Department Activity: 1. Contract 1-14, Plummer/Gruenwald/Chestnut/Laudan) Work on all streets is complete.

Punch list items are being completed. 2. (Contract 2-14, Concrete Pavement Construction) a. Main Street/Green Bay Road – Work is complete. The road was re-opened on Oct. 2. b. Winneconne/Harrison – Work on the eastbound lanes on Winneconne and the south

leg of Harrison is complete. Traffic has been switched to those areas. The westbound lanes of Winneconne and the north leg of Harrison have been closed.

c. Dixie Rd Relocation – The contractor placed concrete pavement on Oct. 2. Existing Dixie Road remains closed, but is scheduled to open on Oct. 13.

3. (Contract 3-14, Epoxy Pavement Marking) All work that isn’t associated with the concrete paving work at Winneconne Avenue/Harrison Street or Main Street/Green Bay Road is complete.

4. (Contract 4-14, Miscellaneous Concrete Sidewalk and Pavement Repair) Sidewalk repair is complete in target area 1. Work is starting on miscellaneous sidewalk repairs. Work on the sidewalk on the north side of Breezewood Lane between Tullar Road and Gillingham Road is nearly complete. Ald. Hillstrom inquired about the status of sidewalk repair at Adams/Western and at Riverlawn/Western where power poles were removed. Director Kaiser will look into those.

5. (Contract 5-14, Hot-Mix Asphalt Pavement Patch) Work is scheduled to start in mid-October.

6. Staff has submitted the Recycling Grant application for 2015.

7. Staff met with Graybar Electric to review lighting in the Church Street Parking Ramp. They have provided a plan to convert to more energy efficient lighting. We are also testing several lamp replacement options on the first ramp level. Committee discussed the possibility of highlighting the savings resulting from energy efficiency projects in the budget.

8. Fleet staff received a Significant Program Award from CVMIC for construction and installation of a venting system for the welding shop. They worked with Safety Coordinator Mark Haddock on the project. By building the system in-house, Fleet staff saved about $6,500 over the cost of a commercially made system.

9. Flashing beacon equipment has arrived and will be installed at the Main/Western crosswalk and the Lakeview School crosswalk the week of October 6.

10. Staff has been evaluating cathodic protection needs at the Wheeler Lift Station, Breezewood Lift Station and Main Street Lift Station. Cathodic protection is used to protect underground metal facilities from corrosion.

11. Cellcom has arranged to cover the cost of e-waste disposal charges for items dropped off with Recycle That Stuff at the Oct. 25 e-waste collection event at the Tullar Garage.

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Public Services and Safety Committee Meeting Minutes October 7, 2014 Page 5 Committee requested an update on the Radar Trailer/Messaging Board that was in the 2014 Capital Equipment Budget. Director Kaiser stated that the equipment has not been ordered. He noted that Emergency Preparedness Grant funds were to be used to cover a portion of the equipment cost and there was a desire to develop an overall list of items that could be funded with that grant so that the highest priority items were funded. Licenses: Beverage Operator License Applications: The Committee reviewed the beverage operator license applications for Stephanie A. Cheslock and Samantha M. Page. Following discussion, Motion/Second/Carried Lendrum/Bates to recommend Council approve beverage operator license applications for Stephanie A. Cheslock and Samantha M. Page. All voting aye Beverage Operator License Application (New) - Delinquent Fee: Committee reviewed the new beverage operator license for James L. Perri. Mr. Perri currently has a delinquent utility bill of $243.94. Following discussion, Motion/Second/Carried Lendrum/Bates to recommend Council approve the new beverage operator license application for James L. Perri contingent upon payment of a delinquent utility bill of $243.94 and any other outstanding City fees. All voting aye Announcements/Future Agenda Items: Chairman Hillstrom informed the Committee that the cemetery proposal and the dangerous animal ordinance revisions will be at an upcoming meeting. Ald. Lendrum discussed a recent event she attended at RGL Logistics and the need that they have for forklift operators. Director Kaiser informed the Committee that the City website was being updated and encouraged the Committee to get comments to him if they have thoughts about information that they would like to see on the Public Works page. Motion/Second/Carried Bates/Lendrum to adjourn at 9:05 p.m. All voting aye Respectfully submitted, Gerry Kaiser Director of Public Works

CITY OF NEENAH FINANCE AND PERSONNEL COMMITTEE MEETING

Monday, October 6, 2014 – 7:00 p.m. Hauser Room, Neenah City Administration Building

211 Walnut Street, Neenah, Wisconsin

MINUTES Present: Chairman Ramos; Aldermen Bates, Erickson, Kunz and Pollnow; Mayor Kaufert; City Attorney Godlewski; Director of Finance Easker. Others Present: Alderman Lendrum, Director of Human Resources and Safety Barber, Director of Community Development and Assessment Haese, Chief of Police Wilkinson. Public Appearances: None. Minutes: Motion/Second/Carried Pollnow/Erickson to approve the minutes from the September 22, 2014 Regular Meeting. All voting aye. Salary Plan Reclassification – Property Appraiser 2: Committee reviewed memo from Director Barber requesting a recommendation to Council to reclassify the Property Appraiser 2 position from a Grade I to a Grade J. The City’s salary plan consultant has recommended the change. The position is currently vacant so the grade change will have no immediate financial impact. Committee and staff discussed various aspects of the proposed change as well as the plans to fill the vacant position. Motion/Second/Carried Bates/Pollnow to recommend to Council to reclassify the Property Appraiser 2 position from a Grade I to a Grade J. All voting aye. Change to Vacation Accrual Timing for Non-Union Employees: Committee reviewed memo from Director Barber to request a recommendation to Council to adjust the Vacation accrual schedule to provide 1 week of vacation at date of hire, and one week after one year of employment, and requiring that, upon separation within the first 12 months, any vacation used is paid back, and balance is not paid out. Director Barber further requests that the 13 people hired in the past 12 months who did not receive an enhanced vacation package upon hire be credited with their first week of vacation at this time. Committee and staff discussed various aspects of the proposed change. Items discussed included the retroactivity for the 13 employees hired in the past 12 months, the fact that up to 4 personal days are immediately available for use by new employees upon hire, current rules for vacation accrual and availability to new employees as well as a discussion on the amount of service time that is appropriate before a new hire is eligible for vacation. Specific discussion took place on allowing for vacation use immediately upon hire, after 60 days of employment or after six months of employment.

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Minutes of the Meeting of the Finance and Personnel Committee October 6, 2014 Page 2 Motion/Second/Carried Pollnow/Kunz to recommend Council adjust the Vacation accrual schedule to provide 1 week of vacation after 60 days of hire, and one week after one year of employment, and requiring that upon separation within the first 12 months, any vacation used is paid back, and balance is not paid out and further requests that the 13 people hired in the past 12 months who did not receive an enhanced vacation package upon hire be credited with their first week of vacation at this time. All voting aye. Request to Fill Vacant Cashier Position: Committee reviewed memo from Director Easker requesting authorization to fill a cashiering position within the Finance Department with a Part-Time Cashier (25 hours/week). Due to the recent resignation of the Accounting Assistant/Cashier Nicole Langenberg, he is requesting authorization to fill the cashiering portion of the position with a Part-Time Cashier, leaving open the possibility of returning the position to full-time depending upon the final staff restructuring plan based upon attrition. Mayor Kaufert has reviewed the request and concurs with filling the position as requested. Discussion took place on various aspects of both filling the position as well as the final staff restructuring plan based upon attrition. Motion/Second/Carried Kunz/Pollnow to request authorization to fill a cashiering position within the Finance Department with a Part-Time Cashier (25 hours/week). All voting aye. Reimbursement Resolution for Aerial Fire Truck Purchase: Committee reviewed memo from Director Easker recommending adoption of Resolution of 2014-18 to allow the City to include funds in the 2015 Capital Projects and Equipment borrowing to reimburse the City for up to $450,000 for its share of the cost of the used Fire/Rescue Aerial Truck. As directed by council, the City is using Capital Equipment Reserve dollars to fund the upfront cost of the truck. The memo provided a summary of the current balance in that reserve as well as currently approved carry forward amounts that would be applied against the current reserve amount. Committee and staff discussed various aspects of the proposed resolution. Items discussed included the status of the carry forward requests, the timing of the payment to the truck vendor as well as the reimbursement from the City of Menasha for their share of the vehicle purchase. Motion/Second/Carried Bates/Erickson recommending adoption of Resolution of 2014-18 to allow the City to include funds in the 2015 Capital Projects and Equipment borrowing to reimburse the City for up to $450,000 for its share of the cost of the used Fire/Rescue Aerial Truck. All voting aye. Motion/Second/Carried Bates/Pollnow to convene in closed session at 8:03 p.m. pursuant to Wis. Stat. Sec. 19.85(1)(e) for the purpose of discussing bargaining strategy relating to the police unions. All voting aye.

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Minutes of the Meeting of the Finance and Personnel Committee October 6, 2014 Page 3 Respectfully submitted,

Michael K. Easker, CPA Director of Finance

Human Resources and Safety

211 Walnut St. P.O. Box 426 Neenah WI 54957-0426 Phone 920-886-6102 e-mail: hbarber@ci.neenah.wi.us

HEATHER BARBER DIRECTOR OF HUMAN RESOURCES AND SAFETY

M E M O R A N D U M

DATE: October 3, 2014

TO: Chairman Ramos and Members of the Finance Committee

FROM: Heather Barber, Human Resources

RE: Change to Vacation Accrual Timing for Non-Union Employees

The City of Neenah vacation schedule provides for 2 weeks of vacation after one year of employment. As a result, we often have to enter into enhanced vacation packages with new hires. Since sick leave starts accruing in the 7th month of employment, an employee has only floating holiday time (either 4, 2, or 0 days, depending on month of hire) to use for any time off due to illness, medical / dental appointments, family obligations, vacation, etc. Since many other employers offer time off immediately, I find myself having difficulty with negotiations in this area in particular, especially since when a new employee begins, they often have certain obligations already scheduled. As a result, I request enhanced vacation, which results in an enhanced benefit over the two weeks after one year. By adjusting the timing of the vacation benefit, we can allow employees the needed time off within the first year without enhancing the benefit. My recommendation is to give employees one week of vacation at the time of hire, and the second week at their one year anniversary. The amount of time is the same, as 2 weeks have been given after one year. While there will still be circumstances where we need to request enhanced vacation packages, I think making this change will reduce the frequency, as employees will be able to have some time off immediately in the event they become ill, or have to schedule medical appointments. I proposed this suggestion to Department Heads, in the event they had any concerns about immediate time off, and none were expressed. To offset any potential increase in cost to the City in making this change, I would recommend that we stipulate that any employees who leave within the first year of employment are required to pay back the vacation that was used. A balance in the employee’s vacation bank at separation within the first 12 months would not be paid out. I am also recommending that employees hired in the last 12 months be provided with their first week of vacation at this time, except in cases where an enhanced vacation plan was approved by the Finance Committee.

CITY OF NEENAH Human Resources October 9, 2014 – Page 2 Staff requests a recommendation to Council to adjust the Vacation accrual schedule to provide 1 week of vacation after 60 days at date of hire, and one week after one year of employment, and requiring that upon separation within the first 12 months, any vacation used is paid back, and balance is not paid out. Staff further requests that the 13 people hired in the past 12 months who did not receive an enhanced vacation package upon hire be credited with their first week of vacation at this time.

Neenah-Menasha Fire Rescue

Joint Finance & Personnel Committee Meeting Minutes

September 30, 2014 – 5:30 p.m.

Fox Valley Technical College’s Conference Room located at

1080 Breezewood Lane, Neenah

Present: Ald. Englebert, Bates, Kunz, Ramos and Benner.

Excused: Ald. Taylor.

Also Present: Chief Auxier, Director Easker, HR Director Barber and OM Theisen.

Public: Mayor Kaufert and Director Barber.

Ald. Ramos called the meeting to order at 5:30 p.m.

Public Forum: No members of the public chose to speak.

Meeting Minutes: The Committee reviewed the meeting minutes from August 26, 2014. Ald. Bates

requested one typographical error to be corrected. MSC Bates/Kunz to approve the August 26, 2014

meeting minutes, all voting aye.

5:33 p.m. Ald. Benner joined the meeting.

Budget Report: The Committee reviewed the August 2014 budget report. Ald. Kunz said he realizes

there are some line items we are over in due to issues beyond our control. He asked if we make the

effort to stay within the overall budget. Chief Auxier confirmed since merger we have been able to do

this and noted this year will be a challenge due to the vehicle issues, overtime, etc. However, the intent

is to stay within the overall budget.

Ald. Benner asked about staffing levels and if we looked at adding another employee to try to reduce

overtime budget and if there were things that were not being done due to staffing shortages. Chief

Auxier said this has not been looked at as we would have to hire three more firefighters, one on every

shift, to balance the shifts. He noted there are options to add day time personnel in the future. At this

time, our overtime budget equals one full-time person. We did reduce the overtime budget three years

ago because we had automatic aid with AFD and both Cities were impacted by the State shared revenue

decreases. If we have to reduce staffing we do so at Station 36 at night. During the day, we make sure

we have four people there so we can get inspections and other things done. He felt the best option

right now is to look at adding another day time person who can help with inspections, fire prevention

activities, plan review, etc. He said if he is allowed to consider this he would like to do so. Ald. Benner

noted this is something that should keep open to look at in the future. MSC Ald. Benner/Benner to

approve the August budget report, and place on file, all voting aye.

Monthly Activity Reports: The Committee reviewed the August activity and automatic aid reports. Ald.

Bates asked about the stall elevator calls and if this is the Library. Chief Auxier said there are a few

buildings that we have issues with this. She asked if we have a procedure to re-coup time for spending

repeatedly. Chief Auxier said no. Ald. Kunz discussed the monthly activity report and noted this report

doesn’t reflect costs and/or the amount of time associated with the different types of calls. He asked if

there is a way to capture the amount of time calls take so we can look at possibility recouping costs for

the Department for things that take longer and if so, this may be something we want to look at in the

future.

Discussion was held on the automatic aid calls. Chief Auxier reminded everyone when the new radio

system was installed we were not able to have automatic aid as the two counties were on different

installation times. It is anticipated the call volume will continue to be close as it has been in the past.

Ald. Benner asked about our response times during this time and if there were major issues due to

increased response times. Chief Auxier said there were no major issues with calls during that. Ald.

Bates asked about the call types on the report. Chief Auxier explained the different types of response

types and how they are dispatched. Ald. Ramos asked about the cancelled en route calls and asked why

there is a difference in these calls. Chief Auxier said there is a difference in the way Outagamie

dispatches. They do a pre-alert system and will call off engine companies once they obtain more

information. Ald. Kunz asked if there would be changes so we are not called as much and then called off

once more information is obtained. Chief Auxier said he didn’t think there would be a change with how

they dispatch calls. MSC Benner/Kunz to approve the August activity and automatic aid report, and

place on file, all voting aye.

Station 31: Chief Auxier gave a tour of the space FVTC currently uses, the out buildings and NMFR’s

Station. Ald. Bates asked Mayor Kaufert to see if we contacted Neenah High School to see if they have a

need for the use of the space. He said they have not but he did contact Gold Cross to see if they were

interested. However, this space is larger than what they need at the time. Chief Auxier said different

scenerios have been reviewed for possibilities of the use of space but nothing has been finalized.

26 vs 27 Paychecks: The Committee reviewed the memo from both Finance Directors. Director Easker

said this is follow-up to the Committee’s request for a suggestion on what should be done with these

excess funds. Both Finance Directors feel the most equitable way to disburse the funds is taking the

average of the cost distribution formula. Ald. Kunz and Ald. Ramos asked why we are distributing it and

not using this for funding future paychecks. Director Easker reviewed the reason for the surplus monies

and noted if the current contract language was not in place these funds would have been used for

funding the 27th paycheck for the union members. Ald. Kunz asked why we would distribute these funds

only to have them put back into the account if we are going to need this to fund wages and/or benefits

in the future. He feels there should be a defined use on the money versus distributing this back into the

general fund. Director Easker said he feels these funds are the “property” of each City as this money

was used to fund NMFR’s budget. It’s surplus funds that have accumulated and there is a need for the

Cities to use these now versus sitting for another 10 years to fund the 27th check. He said this

Committee has a role to review these surplus funds and make a suggestion to both Common Councils on

how to disburse these funds. Ald. Kunz said he feels like there are two different things being said. It’s

the City’s property, and not NMFR’s, each City can ultimately decide how to use the money even after a

recommendation is made by this Committee. Director Easker said this Committee needs to take action

and make a recommendation to both Councils and the money will remain in the current fund until a

recommendation is made by this Committee.

Ald. Bates asked about the calculation and if there is an exact way to see how much money each City put

into this fund and to determine where the money came from. Director Easker said there is a way but

feels this would come out the same way. Ald. Englebert agreed and felt the percentages would be the

same.

Director Easker explained how the City of Neenah and the City of Menasha calculate wages when there

is a 27th paycheck every 11 years. The City of Neenah funds this for their employees so they do not have

a large expense in the 11th year when there are 27 paychecks. The City of Neenah is considered the

“agent” for NMFR employees. NMFR employees are under the City of Neenah’s policies, benefits, etc.

and therefore, the funding was done the same as everyone assumed, and budgeted, for the way Neeanh

pays employees. How the current union contract language calls for union members to be done the

same way the City of Menasha pays their employees. It was the union who bought the contract

language to their attention which avoided a potential overpayment of wages. Chief Auxier said each City

funds their wages in two different ways. The firefighters took the brunt of this and their bi-weekly wages

were dramatically reduced due to the current contract language. This overfunding is due to their pay

cut in 2014. He asked for consideration of the surplus money to be used for funding NMFR’s operating

costs.

Ald. Benner asked Director Easker why Neenah accrues the money every year versus returning it and if

the City of Neenah benefited interest from this money. Director Easker said as the agent for NMFR, they

are required to fund all liabilities for NMFR and wages is considered a liability. All monies set aside to

fund NMFR’s liabilities are in their own account and not with any City of Neenah money. The City of

Neenah didn’t benefit from the money being in the reserved and interest earned in this account is

NMFR’s money.

A lengthy discussion was held on dispersing the money back to each City and whether this money should

stay with NMFR’s future budget or go back into the general fund. If the money should be dispersed back

or stay within the current account to fund future wages for NMFR. The consensus of the group was the

suggested distribution formula, put together by both Finance Directors, was fair and should be used

when disbursing the monies back to each City. Ald. Ramos suggested each Mayor and City Council

members meet and discuss how these funds would be used in their own City.

Ald. Bates and Ramos felt the money should be returned as it is levied money and if this money has a

need to fund an urgent project within the City of Neenah it should be used to fund this. This is the

current practice in the City of Neenah for all excess monies. Ald. Englebert said he spoke to Mayor

Merkes about the surplus money and they both felt the City of Menasha would either set aside this

money to fund a future vehicle replacement or use to offset NMFR’s operating budget. Ald. Benner felt

the excess funds should stay with NMFR’s operating budget. Ald. Kunz noted the funds were levied to

pay NMFR’s employees and surplus funds should be used to pay NMFR’s employees as this was how the

money was levied and intended to be used. The intent of the money wasn’t to have all department

heads start lobbying for the money to fund one of their projects.

Ald. Kunz said he has an issue with funding a future liability that doesn’t exist at this time and this should

be reviewed at a future meeting.

MSC Englebert/Benner recommends the City of Neenah Common Council and City of Menasha

Common Council approve distributing the unspent 27 pay period accrued wages/fringes back to each

City. The City of Neenah’s share would be 60.1% for a total of $133,703 and the City of Menasha’s

share would be 39.9% for a total of $88,765, all voting aye.

2015 Physicals: The Committee reviewed the information regarding the physical process for the

firefighters. Ald. Kunz asked about the fee about $25 and if these services could be pieced out to save

money. Director Barber said the $25 is her charge for the additional lab test the firefighters need and

the rest of the City of Neenah employees do not need and if we pieced out services this may incur extra

costs. Ald. Bates asked about approving encumbering future budget expenses. Director Easker said

there are times when it is advantageous to do this as it saves money. It has been done for long term

software agreements and also with NMFR’s physicals as the practicality of saving money overrides this.

Ald. Bates asked if these services can be pushed back until after the budget has been reviewed and

approved. HR Director Barber said she had to schedule the lab draw dates now as it all ties into open

enrollment. If we push the firefighters back it will cost more money.

MSC Ald. Bates/Englebert recommends the City of Neenah and City of Menasha Common Councils

approve Affinity Occupational Health as the vendor for NMFR’s 2015 physicals and the City of

Neenah’s health risk assessment vendor for the lab work for a total cost not to exceed the budgeted

amount of $25,000.00, all voting aye.

Proposed 2015 Budget: Director Easker distributed an updated budget. He noted this reflects a

reduction of $13,000 as they finalized the calculations of salaries and fringes in 2015. Ald. Englebert

asked when the current contract ended. Chief Auxier said at the end of 2015. Director Easker said the

current contract has a wage increase in 2015 and this runs through 2016. The firefighters re-opened

their contract to help out both Cities as both Cities had the impact of decreased shared revenue and

higher health insurance premiums. In return, they received lower wage increases at the beginning of

their contract and agreed to push funding of increases to the back end of their contract. Ald. Bates

asked about FVTC’s building and positives amounts were. Director Easker said it’s actually revenue, not

an expense and an error on the report that will be fixed. Ald. Kunz asked about the health insurance

and WRS contribution and if the firefighters pay the same as non-union employees. Director Easker

confirmed they do. Ald. Kunz asked how changes are made within the budget. Chief Auxier said the

merger agreement calls for this Committee to review the budget. If changes are made it is

communicated back to this Committee. Ald. Kunz said he has an issue with this process and doesn’t feel

it is appropriate that the Committee, who has financial oversight, is not allowed to make changes to the

budget until the budget is presented to the Common Council. He feels this Committee should be able to

look the budget and have authority to review staffing of stations, reduce potential vacation spots on

each shift if this is causing a lot of overtime due to people taking off on FMLA, etc. Chief Auxier said for

the last 5-6 years the Department and Local 275 firefighters have recognized the issues both Cities had

due to shared revenue reductions. Local 275 voluntarily opened their contract and agreed to pay more

in health insurance premiums and WRS contributions to help both Cities out and they didn’t have to do

this as they already had a signed contract. The Department reduced the overtime budget in an effort to

help both Cities with their funding. The Department has sacrificed training for shift inspectors, fire

investigators, mechanic training, etc. and it’s now to the point if we don’t start training again their skills

be not be kept current and this is the reason for his request in increasing the overtime budget back to

what it was previously.

MSC Englebert/Benner to adjourn at 7:20 p.m., all voting aye.

Respectfully Submitted,

Al Auxier

Chief

AA/tt

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RESOLUTION NO. 2014-18

RESOLUTION DECLARING OFFICIAL INTENT TO REIMBURSE EXPENDITURES FROM PROCEEDS OF BORROWING

WHEREAS, the City of Neenah, Winnebago County, Wisconsin (the

"Municipality") is undertaking the acquisition of a fire truck (the "Project"); and

WHEREAS, the Municipality expects to finance the Project on a long-term basis by issuing tax-exempt bonds or promissory notes (the "Bonds"); and

WHEREAS, because the Bonds will not be issued prior to commencement of the Project, the Municipality must provide interim financing to cover costs of the Project incurred prior to receipt of the proceeds of the Bonds; and

WHEREAS, it is necessary, desirable, and in the best interests of the Municipality to advance moneys from its funds on hand on an interim basis to pay costs of the Project until the Bonds are issued.

NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Neenah, Winnebago County, Wisconsin, that:

Section 1. Expenditure of Funds. The Municipality shall make expenditures as needed from its funds on hand to pay the cost of the Project until Bond proceeds become available.

Section 2. Declaration of Official Intent. The Municipality hereby officially declares its intent under Treas. Reg. Section 1.150-2 to reimburse said expenditures with proceeds of the Bonds, the principal amount of which is not expected to exceed $450,000.

Section 3. Unavailability of Long-Term Funds. No funds for payment of the Project from sources other than the Bonds are, or are reasonably expected to be, reserved, allocated on a long-term basis, or otherwise set aside by the Municipality pursuant to its budget or financial policies.

Section 4. Public Availability of Official Intent Resolution. The Resolution shall be made available for public inspection at the Municipal Clerk's office within 30 days after its approval in compliance with applicable State law governing the availability of records of official acts including Subchapter II of Chapter 19, and shall remain available for public inspection until the Bonds are issued.

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Section 5. Effective Date. This Resolution shall be effective upon its adoption and approval.

Recommended by: Finance and Personnel Committee Moved:

Approved: _______________________

CITY OF NEENAH, WISCONSIN Dean R. Kaufert, Mayor Patricia A. Sturn, City Clerk

F:\CLERK\WPDATA\Council\Council Directives\Council Directives.DOC

October 13, 2014 STATUS OF COUNCIL DIRECTIVES ISSUED SINCE JULY 1, 1981

Date of Directive Item Responsible Party Status 1/05/2011 Direct the Plan Commission to consider and draft an Ordinance creating a Planned Development Overlay District Ald. Ramos Pending 6/15/2011 Re-evaluate the decibel levels for the beer gardens Ald. Bates Pending in one year 12/18/2013 Direct the Community Development Department to engage Ald. Kunz Pending the Parking Task Force, Public Works and Police Dept. and utilize budgeted dollars to hire a consultant to gain an outside and expert opinion to complete the following: Identify current parking dynamics including parking inventory, current agreements, needs, resources, behaviors and expectations and present those findings to the Public Services & Safety Committee prior to March 31, 2014; and utilize the consultant’s information to propose a comprehensive parking plan to address current competing needs for customers, employees and residents, developing expectations for all groups based on comparables and best practices, strategies to best utilize the city’s resources and solutions to acquire, maintain, and control an adequate parking inventory. In conjunction, propose a comprehensive parking plan to address current demands and encourage future downtown development including: proposed parking sites and facilities; financial implications and solutions; and timelines and stages. Both portions of the comprehensive parking plan will be presented to the Council prior to July 31, 2014.