Board of Public Works

A G E N D A CITY OF WAUPUN BOARD OF PUBLIC WORKS MEETING Waupun City Hall – 201 E. Main Street, Waupun WI Wednesday, August 12, 2026 at 4:30 PM The City of Waupun Board of Public Works and Facilities Committee will meet in-person, virtually and teleconference. Instructions to join the meeting are provided below. Virtual: https://us02web.zoom.us/j/81987138114?pwd=jmbyz8Ck1Pdb9Bh58wB99oGOinRW9y.1 Meeting ID: 819 8713 8114 Passcode: 359980 Phone: 312.626.6799 US (Chicago) CALL TO ORDER ROLL CALL PERSONS WISHING TO ADDRESS THE BOARD OF PUBLIC WORKS--State name, address, and subject of comments. (2 Minutes) No Public Participation after this point. FUTURE MEETINGS AND GATHERING INVOLVING THE BOARD OF PUBLIC WORKS 1. Next Regularly Scheduled Meeting: Tuesday, September 8, 2026, 4:30 p.m. Waupun City Hall, 201 E Main Street, Waupun, WI CONSIDERATION - ACTION 2. Minutes from June 9, 2026 Board of Public Works Meeting 3. Wisconsin Biomedical Services Preventive Maintenance Agreement Quote DISCUSSION 4. Grace St. and Elm Ave. Stop Sign Updates 5. Stormwater Rate Analysis 6. June & July Department Report ADJOURNMENT Upon reasonable notice, efforts will be made to accommodate disabled individuals through appropriate aids and services. For additional information, contact the City Clerk at 920-324-7915. M I N U T E S CITY OF WAUPUN BOARD OF PUBLIC WORKS MEETING Waupun City Hall – 201 E. Main Street, Waupun WI Tuesday, June 09, 2026 at 4:30 PM CALL TO ORDER Chairperson Siebers called the meeting to order at 4:30pm. ROLL CALL Members present include: Alderpersons: Dan Siebers, Mike Matoushek, Bobbi Jo Kunz. Citizens: Dale Heeringa, Marcia Maly, Dave Rens. Ex Officio: Jeff Daane City Staff: Mayor Rohn Bishop Absent & excused: Andrew Sullivan NO PERSONS WISHING TO ADDRESS THE BOARD OF PUBLIC WORKS FUTURE MEETINGS AND GATHERING INVOLVING THE BOARD OF PUBLIC WORKS 1. Next Regularly Scheduled Meeting: Tuesday, July 14, 2026, 4:30 p.m. Waupun City Hall, 201 E Main Street, Waupun, WI CONSIDERATION - ACTION 2. Prior Minutes Motion Kunz, second Matoushek to approve minutes from Minutes from May 12, 2026 Board of Public Works Meeting. Carried unanimously. 3. Raze and Remove 26 N. Mill St. Daane states the City acquired 26 N Mill St and it’s not in great shape and the future plan is to remove the building and add additional parking. Motion Matoushek, second Heeringa to recommend to Council. Carried unanimously. 4. Asphalt Paving Contract 2 (portion LRIP Funded) Jeff provides that additional funds became available after favorable pricing on the first asphalt bid. Motion Matoushek, second Rens to approve Northeast Asphalt as the lowest bidder in the amount of $88,826.40. Carried unanimously. DISCUSSION 5. May Department Report Jeff states that significant focus has been placed on park maintenance, mowing, and getting the Aquatic Center operational. The Aquatic Center has been having some high water usage and the City has investigated and don’t believe there are any leaks. ADJOURNMENT Motion Kunz, second Maly to adjourn this meeting at 4:37pm. Carried unanimously. AGENDA SUMMARY SHEET MEETING DATE: 8/12/26 TITLE: Wisconsin Biomedical Services Preventive Maintenance Agreement Quote AGENDA SECTION: CONSIDERATION-ACTION PRESENTER: Jeff Daane, Public Works Director DEPARTMENT GOAL(S) SUPPORTED (if applicable) FISCAL IMPACT Public Safety 3 year agreement at $750 per year ISSUE SUMMARY: The public works department manages 10 AED devices at different facilities. Over the years we have annually inspected these devices and changed batteries and pads as needed. However, we do not have the equipment or technology to do a more extensive test. Contracting through Wisconsin Biomedical they will do a more robust inspection and run the units through more tests and give us those results back for each devise. STAFF RECOMMENDATION: Work with Wisconsin biomedical on a 3-year agreement to service and test our AED devices. ATTACHMENTS: AED sales and service page quote RECOMMENDED MOTION: Motion to approve a 3 year agreement with Wisconsin Biomedical Services to do preventive maintenance on our AED devices at $750. wisconsinbiomedical.com608.221.8995 At Wisconsin Biomedical Services, Inc our promise to our customers is to provide accurate, timely, and cost-effective solutions in the areas of medical equipment service, medical equipment procurement, risk analysis, and asset management. Your #1 Source for Complete Professional Biomedical Services. AED Sales & Service We service AEDs in various settings, including School Districts, Healthcare Facilities, and Local Businesses • Preventative Maintenance using an AED Analyzer • Validate Normal Sinus Rhythm (No shock advised) • Validate Sudden Cardiac Arrest - Vfib or Vtach • Accurate Output of Shock (Joules) • Confirm AED has updated software • Pad & Battery Expiration Management • Detailed Documentation and Reports • AED Consultation • AED Repair Services • We proudly distribute all major AED brands, offering replacement batteries, pads, and new AED devices. Estimate Date 7/15/2026 Estimate # 2136 Name / Address City of Waupun Attn: Jeff Daane Waupun, WI 53963 Wisconsin Biomedical Services Inc. W8139 County Rd Y Oakfield, WI 53065 Terms Due on receipt Rep KAH Project Customer Signature Phone # 608-221-8995 E-mail k.huebel@wisconsinbiomedical.com Total Subtotal Sales Tax (0.0%) This Estimate is valid for 30 Days. If the estimate is accepted, please e-mail a signed copy back to WBS to the email provided. Shipping charges will vary depending on the shipping method the customer should select to use. Item Description Qty Rate Total Prevenative Mainten... Preventive Maintenance Service 750.00 750.00T _____________________________________ $750.00 $750.00 $0.00 AGENDA SUMMARY SHEET MEETING DATE: 8/12/26 TITLE: Grace St. and Elm Ave. Stop Sign Updates AGENDA SECTION: Discussion PRESENTER: Jeff Daane, Public Works Director DEPARTMENT GOAL(S) SUPPORTED (if applicable) FISCAL IMPACT Public Safety ISSUE SUMMARY: The flashing red lights have been up for about 2 months now. I did talk with the police department, and they do believe we have seen some improvement. The recommendation at this time would be to keep the flashing red lights up at the intersection and continue to monitor the area as the school year starts. STAFF RECOMMENDATION: Keep the red flashing lights up at the intersection ATTACHMENTS: RECOMMENDED MOTION: AGENDA SUMMARY SHEET MEETING DATE: 8/12/26 TITLE: Stormwater Rate Analysis AGENDA SECTION: Discussion PRESENTER: Jeff Daane, Public Works Director DEPARTMENT GOAL(S) SUPPORTED (if applicable) FISCAL IMPACT Future Readiness ISSUE SUMMARY: All stormwater activity is mandated by WI -DNR under an MS4 permit. That permit requires the City to construct stormwater ponds to meet TMDL compliance levels outlined in the permit. In 2021, staff submitted an appeal to WI-DNR to seek a slower implementation of our stormwater plan and the DNR approved that request. As part of that plan, we have a regular cadence of ponds that must be constructed , the most recent being the Oak Lane pond and land acquired along Gateway Drive with a pond to be constructed in 2027. In addition, all new development is required to meet strict stormwater standards as outlined in city ordinance. Each year, this board has opportunity to review MS4 activity with the annual report the city files wit h WI -DNR. To address costs associated with this requirement, the city operates a stormwater utility that was started in the early 2000’s to finance both maintenance and installation of new stormwater infrastructure. The utility also funds activities like street sweeping and leaf collection and the associated equipment. Stormwater Utility rates were last studied in 2017. At the conclusion of that study, rates were decreased from $8 to $7 per ERU, a 12.5% decrease, to reflect actual costs at the time . While rates have remained at that lower rate, costs have not. One additional factor impacting costs are the areas along the south - and north-west quadrants of the city that are experiencing extended street damage and impact to property. Costs associated with several areas have been studied and are included in this analysis as well. In 2025, staff presented to his board on the need for a rate study to address rising costs. That study has been completed in-house. Staff will provide an overview of the analysis and the forecasted impacts on stormwater rates for your review and discussion. STAFF RECOMMENDATION: Review documents as presented and discuss possible recommendation to advance to the Common Council. ATTACHMENTS: Stormwater summary Stormwater rate study RECOMMENDED MOTION: City of Waupun Stormwater Rate Study Prepared by: Casey Langenfeld Director of Finance July 21, 2026 2 | Page Summary This Stormwater Rate Study has been prepared for the City of Waupun to evaluate and update existing stormwater utility rates over a five-year planning horizon (2027-2031). The study ensures the stormwater utility can sustainably fund operations, maintenance, and capital improvements while maintaining equitable rate structures. Background and Purpose The City of Waupun operates a stormwater utility to manage runoff, comply with regulatory requirements, and maintain drainage infrastructure. This rate study updates the existing rates based on cost projections, impervious area data, and financial needs. The study follows accepted rate- setting principles of revenue sufficiency, equity, and administrative simplicity. Revenue Requirements Revenue requirements were developed based on projected operation and maintenance (O&M) costs, capital improvement needs, debt service, and reserve targets. Cost projections include inflation factors of 3% for O&M and 4% for capital expenses over the 5-year period. Table 1 summarizes the projected annual cost requirements for the City’s stormwater program over the planning period. Table 1 5-Year Cash Flow Analysis 2027 2028 2029 2030 2031 Revenues U ser Rates 589,734$ 592,683$ 595,646$ 598,624$ 601,617$ Interest Income 5,700 5,700 5,700 5,700 5,700 Total Revenues 595,434$ 598,383$ 601,346$ 604,324$ 607,317$ Expenses Operating & Maintenance 383,049$ 394,329$ 406,144$ 418,314$ 430,848$ Net Before Debt Service 212,385$ 204,053$ 195,202$ 186,011$ 176,469$ Debt Service 260,906$ 256,575$ 257,156$ 169,625$ 169,625$ New Borrowing 100,000 100,000 100,000 220,000 Capital Improvement Projects (cash financed) 278,370$ 92,788$ 97,428$ 102,300$ 107,415$ Total Expenditures 922,325$ 843,692$ 860,728$ 790,239$ 927,888$ Net Cash Flow (326,891)$ (245,310)$ (259,382)$ (185,914)$ (320,571)$ Cash Reserve Balances Beginning of Year Balance 889,565$ 562,674$ 317,364$ 57,982$ (127,933)$ Cash Flow (326,891) (245,310) (259,382) (185,914) (320,571) End of Year Balance 562,674$ 317,364$ 57,982$ (127,933)$ (448,503)$ Cash Reserve as % of Annual Operating & Maintenance 147% 80% 14% -31% -104% 3 | Page Cost of Service Allocation The total cost of service was allocated among four primary customer classes: Residential, Commercial, Industrial and Public Authority. Allocation is based on each class’s proportion of impervious area, expressed in Equivalent Residential Units (ERUs). One ERU in Waupun is defined as 3,408 square feet of impervious area. The following table summarizes the estimated ERUs by customer class and their contribution to total system imperviousness. Rate Structure Development The stormwater utility currently charges customers based on the number of ERUs per property. Updated rates were calculated by dividing the total required annual revenue by the total number of billed ERUs. For equity and transparency, the rate structure maintains a consistent ERU definition and applies a uniform rate across all customer classes. Stormwater Pond Requirements from the Wisconsin Department of Natural Resources The City of Waupun is required by state and federal regulations to reduce pollution, specifically Total Suspended Solids (TSS) and Total Phosphorus (TP), from stormwater that flows into Rock River. While the City has already implemented several stormwater projects to improve water quality, studies indicate that additional measures are necessary to meet environmental standards. However, the estimated cost to fully comply in the short term exceeds $5 million, and current funding from utility fees and grants is insufficient. To address this challenge, the city is proposing a long-term plan to phase construction of stormwater treatment facilities over the next 20 years, making compliance more financially manageable while continuing to protect local waterways. The current rate study does not include the costs of land acquisition or construction for future stormwater ponds planned for 2032-2045. These major investments will be incorporated into future capital budgets to ensure the City meets environmental goals responsibly and affordably. Table 2 City of Waupun - Stormwater Customer Class Data as of: 10/14/25 Customer Class Number of Accounts Total ERUs Montly Rate Annual Revenue % of Revenue 2006 Comp Plan Land Area Residential 2956 2670 18,692 $ 224,303$ 38.9% 56% Commercial 344 2353 16,473 197,676 34.3% 14% Public Authority 26 1428 9,999 119,989 20.8% 14% Industrial 14 408 2,857 34,277 6.0% 16% 3340 6860 48,021 $ 576,245$ 100.0% 100% 4 | Page Table 3 Future Stormwater Pond Construction/Land Acquisition Year Description Estimated Cost 2035 Edgewood $500,000 2041 Monroe $1,500,000 2045 Claggett $6,500,000 Financial Forecast and Rate Scenarios A financial model was developed to project costs, revenues, and reserve balances over a five- year period. The following table presents the forecasted monthly stormwater rate per ERU required each year to achieve full cost recovery. Projected Future Monthly Rates per ERU Year Rate ($/ERU/month) 2027 $10.00 2028 $10.00 2029 $10.00 2030 $10.00 2031 $10.10 Table 4 Proposed Billing Frequency Current Rate/ERU 2017- 2025 Proposed Rate/ERU 2027 Change Customer Classes Residential Monthly 7.00$ 10.00$ 43% Commercial Monthly 7.00$ 10.00$ 43% Public Authority Monthly 7.00$ 10.00$ 43% Industrial Monthly 7.00$ 10.00$ 43% 5 | Page Table 5 - outlines projected capital projects for the stormwater program during the 202 7-2031 planning period. Five-Year Capital Project Projections (2027-2031) Table 5 Project 2027 2028 2029 2030 2031 Dump Truck $88,370 Storm - Claggett $190,000 Payloader $92,788 Street Projects Park Street $263,359 Roosevelt Street $107,803 Grove Street $218,590 Franklin Street $113,441 Dump Truck $97,428 Street Sweeper $400,000 Rounsville Pond $500,000 Recommendations Based on the analysis, the following actions are recommended: • Adopt the proposed updated stormwater rates as calculated in this study. • Review and adjust rates every 3–5 years to maintain financial sustainability. • Maintain a reserve fund equivalent to at least three months of O&M costs. • Continue to monitor impervious area data and customer classifications for accuracy. 6 | Page APPENDIX A Alternative Rate Scenario – Accelerated Stormwater Pond Construction (2027) This appendix provides an alternative financial scenario for the Stormwater Utility Rate Study. The primary rate analysis in this report assumes that major stormwater pond construction will occur later in the City’s long-term capital improvement plan. Appendix A illustrates the potential financial impact if the City elects to construct two newly proposed stormwater ponds, with construction occurring in 2027. This scenario is intended to provide the Stormwater Utility Committee and Common Council with an additional policy option when considering future water quality improvements. Project Assumptions Under this alternative scenario, the City would construct two stormwater ponds: Pa ttee and Edgewood, beginning in 2027. For modeling purposes, the following assumptions were used: • Construction of two stormwater ponds beginning in 2027 • Project costs financed through long-term borrowing • Debt service incorporated into the Stormwater Utility financial forecast beginning in 2027 • Standard inflation assumptions remain unchanged (3% O&M and 4% capital) • ERU counts and billing structure remain consistent with the primary rate study Actual project costs, financing terms, and construction schedules may vary and would be refined during final project design and budgeting. Financial Impact Including these projects in the near -term capital program increases the annual revenue requirements for the Stormwater Utility beginning in 2027 due to the addition of debt service and associated operating costs. To maintain financial sustainability and preserve appropriate reserve balances, stormwater utility rates would need to be adjusted to recover the additional costs associated with the accelerated capital program. Table 1 – outlines projected capital projects for the stormwater program during 2027-2031 planning period with the addition of two ponds in 2027. 7 | Page Table 1 – Option 2 Project 2027 2028 2029 2030 2031 Dump Truck $88,370 Storm - Claggett $190,000 Payloader $92,788 Street Projects Park Street $263,359 Roosevelt Street $107,803 Grove Street $218,590 Franklin Street $113,441 Dump Truck $97,428 Street Sweeper $400,000 Pattee Pond $582,600 Edgewood Pond $359,300 Rounsville Pond $500,000 Table 2 – summarizes the projected annual cost requirements for the City’s stormwater program over the planning period with the addition of two ponds in 2027. Table 1 OPTION 2 5-Year Cash Flow Analysis 2027 2028 2029 2030 2031 Revenues User Rates 823,212$ 847,908$ 856,140$ 864,373$ 880,837$ Interest Income 5,700 5,700 5,700 5,700 5,700 Total Revenues 828,912$ 853,608$ 861,840$ 870,073$ 886,537$ Expenses Operating & Maintenance 306,232$ 315,404$ 324,851$ 334,582$ 344,604$ Net Before Debt Service 522,680$ 538,204$ 536,989$ 535,491$ 541,933$ Debt Service 260,906$ 256,575$ 257,156$ 169,625$ 169,625$ New Borrowing 234,353 234,353 234,353 362,492 Capital Improvement Projects (cash financed) 278,370$ 92,788$ 97,428$ 102,300$ 107,415$ Total Expenditures 845,508$ 899,120$ 913,788$ 840,860$ 984,136$ Net Cash Flow (16,596)$ (45,512)$ (51,948)$ 29,213$ (97,599)$ Cash Reserve Balances Beginning of Year Balance 994,263$ 977,667$ 932,155$ 880,206$ 909,420$ Cash Flow (16,596) (45,512) (51,948) 29,213 (97,599) End of Year Balance 977,667$ 932,155$ 880,206$ 909,420$ 811,820$ Cash Reserve as % of Annual Operating & Maintenance 319% 296% 271% 272% 236% 8 | Page Table 3 – Option 2 – Monthly Rate Increase per ERU Year Rate ($/ERU/month) 2027 $10.00 2028 $10.30 2029 $10.40 2030 $10.50 2031 $10.70 Summary Appendix A presents a higher cost but accelerated implementation strategy for stormwater infrastructure improvements. The primary rate study provides a financially conservative approach that phases these investments over a longer timeframe, while this appendix demonstrates the potential rate impacts should the city choose to construct additional stormwater ponds earlier. City of Waupun Stormwater Rate Study – Summary This summary provides an overview of the 2027-2031 Stormwater Rate Study conducted for the City of Waupun. The study updates existing stormwater utility rates to ensure long- term financial sustainability and regulatory compliance. Study Objectives • Maintain adequate funding for stormwater operations and maintenance • Support future capital improvements and infrastructure upgrades. • Ensure rate equity among customer classes. • Comply with environmental and regulatory requirements. Financial Overview (2027-2031) Category Base Year (2027) Year 5 (2031) Operations & Maintenance Cost $383,049 $430,848 Capital Projects $278,370 $107,415 Debt Service $260,906 $389,625 Total Cost $922,325 $927,888 Projected Monthly Rate per ERU Year Rate ($/ERU/month) 2027 $10.00 2028 $10.00 2029 $10.00 2030 $10.00 2031 $10.10 Key Recommendations Based on the analysis, the following actions are recommended: • Adopt the proposed updated stormwater rates as calculated in this study. • Review and adjust rates every 3–5 years to maintain financial sustainability. • Maintain a reserve fund equivalent to at least three months of O&M costs. • Continue to monitor impervious area data and customer classifications for accuracy. Prepared for the City of Waupun – July 2026 0 50 100 150 200 250 300 350 400 Aquatic Center Building Maintenance Development Equipment / Vehicle Maintenance Events Garbage/Recycing/Bilk Pick-Up Mowing Park Maintenance Signs Storm Damage Storm Sewer Street Maintenance Training Trees Yard Waste Work Orders Employee Hours # of Work Orders June 2026 $0.00 $2,000.00 $4,000.00 $6,000.00 $8,000.00 $10,000.00 $12,000.00 $14,000.00 $16,000.00 $18,000.00 Total Cost Employee Cost Equipment Cost Material Cost PO Cost June 2026 0 50 100 150 200 250 300 350 400 450 Aquatic Center Building Maintenance Curb & Gutter Equipment / Vehicle Maintenance Events Garbage/Recycling/Pick-Up Mowing Park Maintenance Signs Storm Sewer Street Maintenance Trees Yard Waste Work Orders Employee Hours # of Work Orders July 2026 $0.00 $5,000.00 $10,000.00 $15,000.00 $20,000.00 $25,000.00 Total Cost Employee Cost Equipment Cost Material Cost PO Cost July 2026