Board of Public Works Meeting — Agenda Packet

A Quorum of the Common Council, Administration Committee, Personnel Committee, Plan Commission, Redevelopment Authority, and other City bodies may attend this meeting, though no official action of these bodies will be taken. BOARD OF PUBLIC WORKS MEETING AGENDA Tuesday, September 8, 2026 at 6:45 PM First Floor Conference Rooms 100 Main Street, Menasha, WI or immediately following the Administration Committee meeting A. Call to Order B. Roll Call C. Public Comments on Any Matter Listed on the Agenda (5 minute time limit for each person) D. Minutes to Approve 1. Board of Public Works, 8/17/26 E. Discussion / Action Items 1. Change Order — Contract No. 2026-06; Asphaltic Concrete Pavement Chip Sealing - Various City Streets; Fahrner Asphalt Sealers, LLC; Add $0 (Change Order No. 1 & Final) 2. Payment — Fahrner Asphalt Sealers, LLC; Contract No. 2026-06; Asphaltic Concrete Pavement Chip Sealing - Various City Street; $55,716.00 (Payment No. 1 & Final) 3. Street Use Permit — Rally for the Valley; Saturday, October 3, 2026; 2 PM - 10 PM; Rally for the Valley Committee 4. Street Use Permit — The Otto Grunski Runski; Saturday, September 26, 2026; 8:30 AM - 10:30 AM; Menasha Parks & Recreation 5. Street Use Permit — Hometown Halloween; Thursday, October 22, 2026; 4 PM - 6 PM; Menasha Parks & Recreation 6. Public Works General Activity F. Adjournment "Menasha is committed to its diverse population. Our Non-English speaking population and those with disabilities are invited to contact the Menasha City Clerk at 967-3603 24-hours in advance of the meeting for the City to arrange special accommodations." Page 1 of 25 BOARD OF PUBLIC WORKS MINUTES Monday, August 17, 2026 at 6:30 PM First Floor Conference Rooms 100 Main Street, Menasha, WI A. CALL TO ORDER Meeting called to order by Chair Marshall at 9:00pm. B. ROLL CALL Present: Alds. Rand, Eisenach, Hale, Perkins, Lewis, Marshall, Grade, School Also Present: FD Sassman, PRD Sackett, CA Struve, Mayor Hammond, Clerk Janet C. PUBLIC COMMENTS ON ANY MATTER LISTED ON THE AGENDA D. MINUTES TO APPROVE 1. Board of Public Works, 7/20/26 Motion by District 8 Alderperson School seconded by District 7 Alderperson Grade to approve. Motion carried on voice vote. 2. Special Board of Public Works, 8/3/26 Motion by District 8 Alderperson School seconded by District 7 Alderperson Grade to approve. Motion carried on voice vote. E. DISCUSSION / ACTION ITEMS 1. Payment — Donald Hietpas & Sons Inc; Contract No. M0002-09-26-00105; 2026 Utility Reconstruction; $327,042.36 (Payment No. 3) Motion by District 8 Alderperson School, seconded by District 7 Alderperson Grade to approve. Motion carried 8-0 on roll call. Staff advised this payment is for utility work for this year, with further updates available at an upcoming meeting. F. ADJOURNMENT Motion by District 8 Alderperson School seconded by District 3 Alderperson Hale to adjourn the Board of Public Works meeting at 9:03pm. Motion carried on voice vote. Minutes submitted by City Clerk Evan Janet. Page 2 of 25 Date: 8/31/2026 Change Order No. 2026-06 You are directed to make the changes noted below in the subject contract unit number. I. Subtract Lincoln St (DePere St to Appleton Rd) (8,212.00)$ II. Subtract Manitowoc St (Appleton Rd to Ninth St) (9,731.00)$ III.Add Ida St (Marquette St to Ninth St) 17,943.00$ -$ The changes result in the following adjustments: CONTRACT-TOTAL TIME Prior to this Change Order Days Adjustments per this Change Order Days Current Contract Status Days Directed/Authorized Accepted City of Menasha Department of Public Works By: By: Date: Date: 55,716.00$ -$ 55,716.00$ Change Order Contractor: Contract No.: Project: Asphaltic Concrete Pavement Chip Sealing - Various City Streets 1 (One) & Final Total Page 3 of 25 Date: -$ Less Retainage: Payment 1 Payment 2 Payment 3 Payment 4 Payment 5 Payment 6 Payment 7 Date: BY: Public Works Authorization: Common Council Approval Date: Finance Department Account Number Amount Address: Asphaltic Concrete Pavement Chip Sealing - Various City Streets 55,716.00$ -$ 55,716.00$ Current Payment Amount Due: 55,716.00$ Certificate of Payment Payment Request: 55,716.00$ Change Order 1: Change Order 2: -$ 8/31/2026 1 (One) and Final Fahrner Asphalt Sealers, LLCContractor: 2800 Mecca Drive, Plover, WI 54467 55,716.00$ Change Order 3: Change Order 4: Contract Unit No.:2026-06 Project Description: Original Contract Amount: Total Change Orders: Total Contract Amount (Including Change Orders): Total Earned to Date (Summary Attached): (Lien Waivers from all subcontractors and suppliers shall accompany each Request for Payment.) I certify that all bills for labor, equipment, materials and services are paid for which previous certificates for payment were issued. Recommended for Payment Page 4 of 25 Base Bid Item Item Total Street From To Unit Price Item Total Quantity Item Total 1 1 Birling Ct (1,437± SY) Termini Termini 3,696.00$ 3,696.00$ 1 3,696.00 $ 2 1 Birling Dr (1,692± SY) Birling Ct Manitowoc Rd 3,969.00 $ 3,969.00$ 1 3,969.00 $ 3 1 Silverbirch Ct (816± SY) Silverbirch Dr Termini 2,032.00 $ 2,032.00$ 1 2,032.00 $ 4 1 Silverbirch Dr (4,242± SY) 175' N of Winnpeg St Birling Dr 9,899.00 $ 9,899.00$ 1 9,899.00 $ 5 1 Railroad St (2,638± SY) Abby Ave Garfield Ave 6,360.00 $ 6,360.00$ 1 6,360.00 $ 6 1 Jefferson St (2,500± SY) London St Grove St 6,003.00 $ 6,003.00$ 1 6,003.00 $ 7 1 Stardust Dr (2,531± SY) Woodland Dr Elmwood Dr 5,814.00 $ 5,814.00$ 1 5,814.00 $ 8 1 Lincoln St (3,512± SY) De Pere St Appleton Rd 8,212.00 $ 8,212.00$ 0 - $ 9 1 Manitowoc St (4,172± SY) Appleton Rd Ninth St 9,731.00 $ 9,731.00$ 0 - $ 55,716.00$ 37,773.00 $ Change Order 1 C1 1 Ida St (7,587± SY) Marquette St Ninth St 17,943.00 $ 17,943.00$ 1 17,943.00 C2 -1 Lincoln St (3,512± SY) De Pere St Appleton Rd 8,212.00 $ (8,212.00)$ 0 0.00 C3 -1 Manitowoc St (4,172± SY) Appleton Rd Ninth St 9,731.00$ (9,731.00)$ 0 0.00 -$ 17,943.00 55,716.00$ 55,716.00 $ CITY OF MENASHA Contract Unit No. 2026-06 Asphaltic Concrete Pavement Chip Sealing - Various City Streets Payment 1 & Final Total Change Order 1 Total Base Bid + Change Order 1 Total Base Bid (Items 1-9) Page 5 of 25 Name of event Special Event Application Parks and Recreation Department – (920) 967-3640 100 Main Street, Suite 200 (2nd Floor), Menasha, WI 549252 Email: lwalbrun@menashawi.gov 1. Will you be reserving a park? Confirm your requested date with the Parks Department as soon as possible to ensure facility availability. 2. Will you be selling alcoholic beverages? All multi-day events and events that plan to sell beer and/or wine to the public must also appear before the Parks and Recreation Board. Menasha Police Department – Phone: (920) 967-3500 430 First Street, Menasha, WI 54952 Email: ahanchek@menashawi.gov 3. Event Coordinator will need to submit a plan for emergency situations. If you do not have a plan, one will be provided to you to sign and submit with a map. 4. Does your event require traffic control or services provided by our Police Department? Public Works Department – (920) 967-3610 100 Main Street, Suite 200 (2nd Floor), Menasha, WI 549252 Email: cmiller@menashawi.gov 5. Will you be using City streets or other public right of way? Please submit the $25 Street Use Fee with your special event paperwork. Street Use requires Board of Public Works and Common Council approval. You (or a representative for your event) will be required to attend a Common Council meeting to answer any questions regarding this potential street closure. Please be aware the entire approval process may take more than 60 days. 6. Does your event require street closure? If your event requires street closure, barricade and signage requests will be discussed at a Special Events Meeting. This information will be noted on the Fee Schedule and Breakdown Worksheet. Special Events requiring street closure need Council approval. It is highly recommended that information regarding your event is not published or advertised until you have received Common Council approval. PLEASE NOTE: If you are requesting a street closure, it is also your responsibility to notify residents and businesses (including Gold Cross and Valley Transit) that are directly affected (we can provide a sample “Notification of Request to Close a City Street”). This will need to be done at least 7 days prior to your appearance at the required Common Council meeting. Event Holder to submit one copy of the completed notification to the Director of Public Works. Neenah-Menasha Fire Department - (920) 886-6200 125 E. Columbian Ave., Neenah, WI 54956 Email: gmavroff@nmfire.org 7. Will there be fireworks at your event? Please complete the Fireworks Permit Application. Contact Neenah-Menasha Fire Department. 8. Will you be putting up a tent? Some tents require a Certificate of Fireproofing and Inspections by the Fire Department. All tents with stakes require digger s Hotline clearance by calling 811 at least five (5) days prior to the event. Clerk’s Office - (920) 967-3603 100 Main Street, Suite 200 (2nd Floor), Menasha, WI 54952 Email: ksnyder@menashawi.gov 9. Will you be selling/serving alcoholic beverages? Please complete the Application for Temporary Class “B” Retailer’s License and the Addendum to Application for Temporary Clas s “B”/”Class B” Retailer’s License. Permit needs to be submitted to the City Clerk. 10. Will there be inflatables or carnival rides at your event? Please complete the Carnival Permit. Permit needs to be submitted to the City Clerk at least 10 days prior to your event. Health Department - (920) 967-3522 100 Main Street, Suite 100 (1st Floor), Menasha, WI 54952 Email: tdrew@menashawi.gov 11. Will you or vendors at your event be selling or serving food? Please see the information regarding Mobile Restaurant Operators/Mobile Retail Food Operators/Temporary Restaurant Operators. EVENT DETAILS - SECTION 1  Yes  No  Yes  No  Yes  No  Yes  No  Yes  No  Yes  No  Yes  No  Yes  No  Yes  No  Yes  No Page 6 of 25 Event Name Total Anticipated Attendance Sponsoring Organization Organization Address Event Location Date of Event (list each date if a multi-day event) Event Set-up Time Event Start Time Event End Time 1. Event Facilitator/Responsible Person Email Phone 2. Day of Event Contact Name (person on site) Email Phone What type(s) of activities will be part of your event (please check all that apply):  Amplified Music  Amusement Rides, Inflatables, Dunk Tank, and/or Petting Zoo  Baseball/Softball Tournament  Fireworks  Food Trucks  Parade or Run/Walk Event (On-Street)  Run/Walk (using trail system-no streets)  Sell Beer/Wine/Fermented Malt Beverage  Sell Concessions/Food other than Food Trucks  Set Up Temporary Tent/Structure  Vendor Show Number of Vendors?  Other Describe any Street Use your event will require. (Please attach a detailed map; map MUST include exact location of event, route/street closure (if applicable), barricade placement, etc.) EVENT INFORMATION – SECTION 2 Permit Fee: A $25 Special Event Administrative Fee plus a Street Use Application Fee of $25 (if applicable) must be submitted with the application at least 60 days prior to your event. Please make checks payable to City of Menasha. EVENT COORDINATOR – SECTION 3 Please list the main contact for questions pertaining to your event. Any other individuals authorized to speak with City Staff regarding your event and/or its billing should also be listed. At least one of the contacts listed MUST be on site at the event during all event operating hours. EVENT DETAILS – SECTION 4 Please list the main contact for questions pertaining to your event. Any other individuals authorized to speak with City Staff regarding your event and/or its billing should also be listed. At least one of the contacts listed MUST be on site at the event during all event operating hours. Rally for the Valley 25,000-30,000 Rally for the Valley Committee N/A Downtown Menasha - Main Street 10-03-2026 8:00am 2:00pm 10:00pm Adrienne L. Palm alpalm81@gmail.com 920-202-4540 Adrienne L. Palm alpalm81@gmail.com 920-202-4540 100-200 Map already submitted. Page 7 of 25 Name of Insurance Company Policy Number Email Phone Applicant Signature Date Person or Organization Name Address City State Zip Code Email Phone I agree to hold the city of Menasha harmless from any claim for damage or injury arising out of our activities in connection with the date of this event. I further understand this agreement to indemnify is for any and all liability of the City of Menasha, including costs of defense and attorneys’ fees, including: Damage or injury caused in part by the City’s negligence, unless I demonstrate by clear and convincing evidence, that such damage or injury was caused solely by the City’s negligence. I further agree to exercise due care in the preservation of the premises. I further agree to pay for all damages to park property or grounds beyond what the Department determines to be normal wear and tear. I further agree that I will ensure compliance with all rules, regulations, or ordinances applicable to the use of City of Menasha parks and choose not to negotiate any terms of this agreement. Applicant Signature Date Completed applications can be mailed to or dropped off at: Menasha City Center, 100 Main Street, Suite 200, Menasha, WI 54952 or e-mailed to lwalbrun@menashawi.gov. For any questions regarding this application or the permitting process, contact Lori in Parks and Recreation at (920) 967-3640. FERMENTED MALT/WINE BEVERAGE PERMIT For Consumption Only! SALE of fermented malt beverages and wine requires a Temporary Class “B” License in addition to this permit (Allowed only at Barker Farm, Jefferson, Koslo and Curtis Reed Square) The below named assumes responsibility for exercising control over attendees behavior at the event. This person or designee must be present for the duration of the event. The Menasha Police Department will contact the permittee if any problem arises. Unruly/illegal group behavior will jeopardize future reservation privileges. This permit allows fermented malt beverages and wine only. No hard liquor or glass containers. Permittee Name(please print): Last First M.I. Area that fermented malt beverages and wine will be consumed: Signature: INSURANCE – SECTION 5 A Certificate of Liability Insurance and Endorsement, each naming the City of Menasha as additional insured, must be submitted with your completed Special Events Application in order for your event to be considered for approval by the Board of Public Works and the Common Council. This is your primary insurance. PERSON, GROUP, CLUB OR ORGANIZATION TO BE INVOICED – SECTION 6 Please complete this section if the information is different from what you entered in Sections 1 and 2. HOLD HARMLESS AGREEMENT – SECTION 7 STAFF USE ONLY Scheduled Board of Public Works Review Date: Scheduled Parks & Recreation Board Review Date: Scheduled Common Council Review Date: Staff Approval: Police Dept. Fire Dept. Public Works Dept. City Attorney 8-26-2026 Page 8 of 25 Event Objective To bring together nationally recognized and local talent with roots across Wisconsin to support the Fox Cities during its recovery. The event is first and foremost a gift to the community and an opportunity to bring people together in celebration of our shared resilience. It is also a fundraiser for those impacted by the July 27 tornado, with entertainment serving as the vehicle to inspire generosity and unite people across Wisconsin around a common cause. Event Overview Date: Saturday, October 3 Location: Downtown Menasha Time: Approximately 2:00 p.m.–10:00 p.m. Projected Attendance: 25,000–30,000 Potential Beneficiaries: Habitat for Humanity, Pillars and Menasha Forward Current Event Concept ● “Wreck It Ralph” or “Zootopia” movie screening ● Live music, comedy and programming ● Booths featuring local artisans, non-profit community organizations and small businesses ● Food trucks & vendors, beverages and alcohol ● Fundraising and volunteer opportunities throughout the event Guiding Principles ● Keep those impacted at the center. Ensure decisions remain focused on supporting individuals, families and communities affected by the tornado. ● Be inclusive of the broader Fox Cities. Create an event in downtown Menasha that welcomes and represents all affected communities. ● Maximize the impact of every dollar raised. Keep event costs thoughtful so as much funding as possible goes toward recovery efforts. ● Build on what's already working. Partner with existing community organizations and resources rather than creating unnecessary new infrastructure. ● Minimize the burden on impacted communities. Be mindful of the demands already facing local organizations, resources and residents as we plan and execute the event. ● Support the local community. Engage and utilize local vendors, artists and businesses whenever practical. ● Celebrate the spirit of the Fox Cities. Highlight the resilience, generosity and sense of community that have emerged in the wake of the tornado. ● Harness Wisconsin pride for good. Create an experience that brings people together and inspires them to give back. Page 9 of 25 Potential Featured Talent Confirmed or in discussion: ● Charlie Berens, emcee/talent (confirmed) ● Butch Vig of Garbage/ Know It All Boyfriends (confirmed) ● Soul Asylum (confirmed) ● Fountains of Wayne (confirmed) ● Max Collins of Eve 6 (confirmed) ● Horseshoes & Hand Grenades ● Cory Chisel (confirmed) ● Freedy Johnston (confirmed) ● Hang Ten (confirmed) ● Phil Johnston (writer, producer, director), screening of Wreck-It Ralph or Zootopia ● Wisconsin sports figures (TBD - Brewers and Packers) ● Celebrity guests via video or in person ○ Tony Shaloub ○ Rachel Brosnahan ○ Mark Proksch ○ Bradley Whitford Page 10 of 25 Rally for the Valley Downtown Menasha Street Closure Request (Draft) Western boundary of Rally for the Valley Street Closure Proposed Stage Eastern boundary of Rally for the Valley Street Closure Map Key: = requested street closure Page 11 of 25 Rally for the Valley Downtown Menasha Map Page 12 of 25 SATURDAY, OCTOBER 3, 2026 DOWNTOWN MENASHA EVENT: 2:00–10:00 PM IMPORTANT PROPERTY NOTICE Dear Downtown Menasha Neighbor, This letter is to notify you of Rally for the Valley, a free community fundraising event taking place in Downtown Menasha on Saturday, October 3, 2026, from 2:00–10:00 PM. Because your residence, business, workplace or property is located within or adjacent to the event area, please carefully review the following information regarding street closures, parking and property access on the day of the event. STREET CLOSURE AREA The street closure will include: Main Street between Racine Street and Menasha City Hall, ending just short of Tayco Street Mill Street and Marina Place within the event footprint Affected surface parking areas within the event footprint 8:00 AM — LIMITED ACCESS BEGINS Access to the affected streets and parking areas will become limited as event setup begins. 11:00 AM–12:00 AM — FULL CLOSURE Vehicles will not be permitted to enter, exit or travel through closed streets—Main Street, Mill Street and Marina Place—or affected parking areas. MOVE ALL VEHICLES BEFORE 8:00 AM Affected surface parking areas will be used for the event and will not be accessible or drivable during the closure. ALTERNATIVE PARKING The Broad Street Ramp/One Menasha Ramp will be reserved for downtown residents and employees from Friday evening through Sunday. Residents and employees who expect to use their vehicles during the event should move them to the Broad Street Ramp/One Menasha Ramp before access becomes limited at 8:00 AM Saturday. Residents who do not need their vehicle during the event and have access to a garage or underground parking may alternatively store their vehicles in their designated locations for the entire duration of the event. The ramp will be secured and managed by Rally for the Valley event volunteers. AT A GLANCE Limited access Beginning at 8:00 AM Hard closure 11:00 AM–12:00 AM Event hours 2:00–10:00 PM NEED YOUR CAR? Downtown residents and employees should use the Broad Street Ramp/One Menasha Ramp and move vehicles before 8:00 AM Saturday. RALLY FOR THE VALLEY • PROPERTY NOTICE PAGE 1 OF 2 Page 13 of 25 PROPERTY ACCESS INFORMATION SATURDAY, OCTOBER 3, 2026 ACCESS, ASSISTANCE & QUESTIONS PROPERTY ACCESS & MOBILITY ASSISTANCE Pedestrian access to residences and businesses will remain available throughout the event. For individuals with mobility challenges, limited golf-cart transportation will be available between the Broad Street Ramp/One Menasha Ramp and the residential, business and event areas. Please contact Adrienne Palm in advance when possible if you anticipate needing mobility assistance. COMMON COUNCIL REVIEW The Rally for the Valley organizers have applied for special permission to temporarily close the affected streets for this event. If you wish to comment on the proposed closures, please attend the City of Menasha Common Council meeting: Monday, September 21, 2026 at 6:00 PM Menasha City Hall 100 Main Street Menasha, WI Affected residents, business owners, employees and property representatives may also contact their alderperson regarding the proposed closures. We recognize that temporarily closing these streets and relocating parking creates an inconvenience for those who live, work or operate businesses within the event footprint. We greatly appreciate your patience and cooperation as we work to create a safe and accessible event. QUESTIONS OR DAY-OF ASSISTANCE Adrienne Palm rallyforthevalleywi@gmail.com 920-202-4540 For questions, clarification, parking assistance or concerns before or during the event, please use the contact information above. We hope you will join us for Rally for the Valley on Saturday, October 3 from 2:00– 10:00 PM, as our community comes together for music, connection and fundraising in support of tornado recovery. RALLY FOR THE VALLEY IS FREE AND OPEN TO THE PUBLIC. MOBILITY HELP Limited golf-cart transportation will connect the Broad Street Ramp/One Menasha Ramp with residential, business and event areas. COUNCIL MEETING September 21 6:00 PM City Hall 100 Main Street RECOVER. REBUILD. ROCK ON! RALLY FOR THE VALLEY • PROPERTY NOTICE PAGE 2 OF 2 Page 14 of 25 Page 15 of 25 Page 16 of 25 Page 17 of 25 Page 18 of 25 MPD NM Fire- On Duty If Able Class III Barricades (9 Locations)- PW Water table (2) P&R Doty Island Cheer Tent- Volunteer Run V V V V V V VV V V Volunteer V 5k Route Cone Running lane Page 19 of 25 Page 20 of 25 Page 21 of 25 Page 22 of 25 Page 23 of 25 100 Main Street, Suite 200 | Menasha, Wisconsin 54952-3151 Phone (920) 967-3610 | Fax (920) 967-5272 | menashawi.gov City of Menasha | Department of Public Works MEMORANDUM DATE September 4, 2026 TO Board of Public Works FROM James Merten, Director of Public Works RE Public Works General Activity 1. WisDOT Project 4646-02-71 – CTH P (Valley Road) Reconstruction: The west half of the project has been completed. The contractor is now working on the east half of the project. 2. Contract M00002-09-00105 – Utility Reconstruction (Eighth Street/Third Street/Clovis Park/Pleasants Park): Work on Eighth Street, Pleasants Park, and Third Street is complete. The contractor is performing storm sewer work at Clovis Park which is expected to be completed next week. 3. Contract 2026-01 – Street Construction (Eighth Street/Third Street): Eighth Street has been completed. Due to the severe damage to adjacent properties caused from the July 27th tornado, staff is negotiating with the contractor to cancel the road replacement on Third Street and to patch the utility trenches instead. 4. Contract 2026-02 – Pavement Markings (Racine Street/Third Street): A schedule has not been set. 5. Contract 2026-04 – Midway Place Resurfacing: City crews completed the concrete (curb & gutter) work. Asphalt paving work is anticipated to start the week of September 23rd. 6. Contract 2026-05 – Crack Seal Contract: A schedule has not been set. 7. Contract 2026-06 – Chip Sealing: Chip sealing work has been completed. Due to debris cleanup efforts from the July 27th tornado affecting the contractor’s ability to properly apply a chip seal at some locations, work on Lincoln Street and Manitowoc Street was replaced with Ida Street. 8. Racine/First Traffic Signals: Installation work was paused due to the tornado cleanup efforts, but has since resumed. Remaining work includes excavating and repairing conduit damaged from a water main break, re-wiring cables, and setting up the equipment. Page 24 of 25 2 of 2 9. Racine/Broad Pedestrian Beacons: Concrete base installation work has begun and will continue into next week. Installation of the poles and beacon system will occur upon completion of the Racine/First Traffic Signals project. 10. Nicolet Boulevard Intersection Control Evaluations: The consultant has completed the first phase of the assessment and is currently under review by Neenah and Menasha staff. 11. R-11-26 Council Directive: Staff has prepared cost estimates for incorporating sewer projects in the 2027 Capital Improvement Plan. The ordinance to address water infiltration into sewer laterals was delayed due to the July 27th tornado debris cleanup efforts. Staff currently anticipate bringing the ordinance for review in late October. Page 25 of 25