Parks, Property & Streets Committee Meeting

1 PARKS, PROPERTY & STREETS COMMITTEE 2 MEETING MINUTES 3 MONDAY, NOVEMBER 4, 2024 4 (APPROVED VERSION) 5 6 1. Call to Order & Roll Call 7 Chair Howson called the meeting to order at 2:30 PM at the Village Hall located at 10693 N Bay Shore Drive. 8 Approximately ten members of the public were present. 9 Committee Members Present: Chair and Trustee Howson, Trustee Bhirdo, Trustee Orozco (arrived 10 2:38 PM), citizen members Ahrens and Laszkiewicz 11 Staff Present: Village Administrator Julie Schmelzer, Parks and Streets Director Erik Linczmaier 12 13 2. Approve Agenda 14 Schmelzer asked the committee to amend the agenda to reschedule the item related to the bike races, and 15 alter the order of items d, e and h, to accommodate the members of the Historical Society that were 16 present but had to be to another meeting that evening. Howson indicated the item regarding the bike races 17 would be rescheduled for the December meeting. Motion by Ahrens, second by Bhirdo, to approve the 18 agenda as amended to reschedule the bike event discussion, and discuss the items related to history after 19 the discussion about the administrative building. Motion carried unanimously. 20 21 3. Approve Regular Monthly Meeting Minutes 22 No changes were made to the draft meeting minutes. Motion by Bhirdo, second by Laszkiewicz to approve 23 the October 7, 2024, meeting minutes. Motion carried unanimously. 24 25 4. Comments, Correspondence, and Concerns from the Public 26 (None.) 27 28 5. Discussion/Action Items 29 a). Administration Building; Design Review 30 Schmelzer summarized her staff report explaining why the design of the proposed administration 31 building was again on the committee agenda. Mike Martin from the Mc Mahon Group led the 32 committee and public through a series of design options and explanations as to how the optional 33 plans differed as well as their opinion of probable costs. Option A was considered the original plan 34 previously approved by the committee, with an estimated cost of $3.4 million; Option B had two 35 differing roofline designs and no central atrium, and limited access from the east parking lot, the 36 cost estimated at $3.1 million; Option C was a late redesign combining elements from each of the 37 other plans presented, the cost estimated at $3.1 million. Martin explained the cost estimates 38 included the $200,000 the village needed to connect the existing farmhouse to sewer and water. 39 Schmelzer indicated the actual costs would not be known until construction drawings were 40 complete and the project put out to bid. After discussing the plans, and a discussion about per 41 square foot calculations and costs, there was a motion by Howson, second by Ahrens, to 42 recommend to the Village Board approval of Option C, with the second roofline shown on Option 43 B. Motion carried: Aye - Howson, Bhirdo, Orozco, Ahrens; Naye – Laszkiewicz. Motion carried 4 - 44 1. 45 46 b). Parking Issues; Fall Fest; N. Spring Road 47 The agenda item had been referred from a previous Village Board meeting when a resident on  1 North Spring Road explained they could not travel on their road during Fall Fest and suggested the 2 village prohibit parking on one or both sides of the road during Fall Fest. Discussed was the 3 precedent the matter could set, why certain roads were roped off, as well as the staff time involved 4 to rope off the roads. Committee members expressed it would not be fair to employees to ask 5 them to spend even more time roping off roads and then taking all the rope down. Erin Peddle, 6 from SBAA, was at the meeting and said their office had only received one complaint that year 7 about parking on North Spring during this year’s event. After serious consideration, by consensus, 8 the committee concluded they cannot set a precedent by roping off all roads, and instead should 9 restrict prohibiting parking on those streets with concerns about emergency access. 10 11 c). Christkindlmarkt; Bus Use 12 Schmelzer requested the village not charge the Historical Society for the gas and driver wages to 13 use the village shuttle bus for their holiday event. She explained they are a partner organization, 14 their event is still growing, and the nonprofit was not in a position to reimburse the village for the 15 use of the bus until their event revenue increases. John Nelson, Terry Wolf and John Lijewski, the 16 new president of the organization, were present to represent the Historical Society and support 17 the request. Although committee members were supportive, there was some limited concern that 18 the village just increased their contribution to the group, and perhaps those monies could pay for 19 the use of the bus. It was acknowledged, the higher contribution is in the 2025 village budget, and 20 the group wouldn’t have access to those funds for this year’s event. Also noted was that the village 21 had a reliable shuttle bus now, and it should be used for SBAA and Historical Society events. 22 Motion by Bhirdo, second by Ahrens, to not charge the Historical Society for the use of the shuttle 23 bus and driver wages for the 2024 event, provided there is money in the bus budget to cover the 24 expense. Motion carried unanimously. 25 26 d). Sign & QR Codes; Historical/Cultural Markers 27 The agenda item had previously been discussed briefly and placed on the agenda for a more in- 28 depth conversation. Members had received a lengthy staff report on the matter. Overall, the 29 committee was very supportive of a program to place metal markers by historical or cultural 30 places of interest with a photo of the historic feature, brief summary, and QR code leading them 31 to more detailed information on a website. The Historical Society representatives present 32 volunteered to help and indicated they were excited to work with the village on the project. 33 Motion by Howson, second by Orozco, to support staff researching the costs of the markers, begin 34 conversations with the Historical Society on potential locations, wording and photos, and report 35 back to the committee. Motion carried unanimously. 36 37 e). Crosswalk Art 38 Last year when the committee discussed street crossing safety, the committee had considered 39 the idea of painting the crosswalks on a limited number of village streets in the downtown area 40 to draw attention to the crosswalk, and to add an element of art to the village. Staff shared 41 information received from a local artist interested in working with the village on the artwork and 42 inquired if the committee would be interested in meeting with her to discuss design ideas. 43 Laszkiewicz inquired about the safety aspect of painted crosswalks, and he and Howson 44 requested copies of previous staff reports on the matter. By consensus the committee agreed to 45 meet with the artist and discuss design ideas. Schmelzer will contact the artist and make 46 arrangements for the next available meeting that fits the artist’s schedule. 47 48 f). Broadband Engineering Map -2-  1 Members reviewed the engineering map prepared by Bertram for the upcoming fiber installation 2 project. Also discussed was the number of responses for installation of the lines to the homes 3 and businesses, and the process to solicit responses. Motion by Bhirdo, second by Ahrens, to 4 approve the map, provided staff is satisfied with the map. Motion carried unanimously. 5 6 g). Historic Vacation Sign 7 The committee reviewed a staff report which included a photo of an old Sister Bay welcome sign. 8 Discussed was whether the sign should be donated the Historical Society; Society members 9 present indicated they would like the sign, should it be offered to them. Motion by Orozco, 10 second by Ahrens, to donate the “Sister Bay/Door County’s/Vacation Village” sign, currently 11 located at the cold storage building, to the Historical Society. Motion carried unanimously. John 12 Nelson, Terry Wolf and John Lijewski of the Historical Society thanked the committee for the 13 donation. 14 15 6. Staff Reports 16 Parks and Streets Director’s Report – Members questioned who pays for the curb to be installed 17 once the driveway on North Bay Shore Drive, by Marina View Condominiums is removed; staff 18 clarified the village pays for the work. The swim dock repair was discussed and it was questioned 19 whether we had multiple bids; staff explained they tried getting bids from known contractors 20 and only one responded. 21 22 Administrator’s Report – Schmelzer requested support to work on a grant, when available, for 23 the community garden at the former Logerquist site. Bhirdo requested Stantec provide a map, 24 like they did for the Sports Complex, so members can move improvements around and decide 25 the best location for the gardens and other improvements; there were no objections so the 26 matter will be placed on a future agenda. Shared were the results of the Do Good Door County 27 audits, which members agreed should be placed on a future agenda for discussion, after the first 28 of the new year. 29 30 7. Matters to be Placed on a Future Agenda, or Referred to a Committee, Official or Employee 31 It was summarized the Fall Challenge bike race and parking issue discussion would be on the next agenda, 32 QR codes would be discussed again as information becomes available, staff would work with the 33 crosswalk artist and bring the matter back to committee when the artist is available to discuss design 34 ideas, and the Do Good Door County audits would be discussed after the new year begins. 35 36 8. Next Meeting 37 The next regular meeting was scheduled for December 2, 2024, at 2:30 PM, at the Fire Station. 38 39 9. Adjourn 40 Motion by Orozco, second by Ahrens, to adjourn. Motion carried unanimously. The meeting adjourned 41 at 4:38 PM. 42 43 Respectfully submitted, 44 Julie Schmelzer 45 Acting Recording Secretary 46 47 -3-