Village Hall Planning Task Force

1 2 VILLAGE HALL PLANNING TASK FORCE MEETING MINUTES 3 Tuesday, November 12, 2024 4 (Approved Version) 5 6 Agenda Item No. 1. The November 12, 2024 meeting of the Village Hall Planning Task Force 7 was called to order by Chairperson Patrice Champeau at 10:00 A.M. 8 9 Present: Patrice Champeau, Doug Hanson, and Nancy Akerly. Lilly Orozco and Kathleen Van 10 Gemert were absent. 11 12 Staff: Village Administrator Julie Schmelzer and Clerk Heidi Teich 13 14 Others: Bjorn Johnson, “16368934420”, Terry Wolf 15 16 Agenda Item No. 2. Approval of the Agenda 17 A motion was made by Akerly, seconded by Hanson that the Agenda for the November 12, 2024 meeting 18 of the Village Hall Planning Task Force be approved as presented. Motion carried – All ayes. 19 20 Agenda Item No. 3. Approval of the Minutes 21 A motion was made by Akerly, seconded by Hanson that the minutes of the June 11, 2024 meeting of the 22 Ad Hoc Village Hall Planning Task Force be approved as presented. Motion carried – All ayes. 23 24 Agenda Item No. 4. Comments, correspondence, and concerns from the public 25 No correspondence was received for this meeting. 26 27 Champeau asked if anyone would like to make a comment and Schmelzer noted that Aretha 28 Sills has resigned from the task force due to other commitments at this time of year. 29 30 Bjorn Johnson, appearing on behalf of Al Johnson Restaurant & Butik, asked the task force to 31 consider a discussion on parking as noted in his correspondence from the June 2024 meeting as 32 the task force continues to discuss improvements at the village hall. This matter will be 33 referred to the Sister Bay Plan Commission. 34 35 Agenda Item No. 5. Discussion/Action Items: 36 a) CDBG Grant Application 37 Schmelzer explained the procedure for applying for a Community Development Block Grant to 38 fund renovations at the village hall. This program is available to communities with more than 39 50% of its residents considered in the low- or moderate-income range, and Sister Bay now meets 40 that criterion with more than 50% of residents at the poverty level. CDBG grants are restricted 41 for use, but a community center is an eligible project and the task force previously identified a 42 community center as the direction they would like to take with the village hall. 43 44 Schmelzer noted the time and expertise needed to complete the CDBG application process, 45 which includes such tasks as completing an environmental assessment, and recommended that 46 the village contract with Bay-Lake Regional Planning Commission. The associated cost for that 47 service is $10,000. If a grant is awarded, it will cover the entire cost of the renovation although  Minutes of the November 14, 2024 Meeting of the Village Hall Planning Task Force - approved 1 those costs are not known at this time. The most recent drawing of the village hall included two 2 additional rooms per the requirements of the last grant applied for, but the drawing to be 3 submitted for the CDBG would be the original revision of the village hall proposed by the task 4 force that excludes those additional rooms. The request would still include bathrooms off the 5 back of the building. The deadline for submitting the application is May, 2025. 6 7 In addition to the grant application, the task force discussed the need for more detailed 8 drawings which will be used to calculate construction costs. The amount to enter a contract 9 with an engineering firm should not exceed $24,900. 10 11 The term of this task force expires in December 2024. The members briefly discussed the idea of 12 requesting an extension of the task force’s timeline to continue to meet and plan throughout the 13 CDBG application process. 14 15 A motion was made by Akerly, seconded by Hanson to recommend to the village board to sign a contract 16 with Bay-Lake Regional Planning Commission for up to $10,000 to write a Community Development 17 Block Grant to fund renovations at the village hall as presented. Motion carried – all ayes. 18 19 A motion was made by Hanson, seconded by Akerly to proceed with a design contract for engineering and 20 construction costs based on the original village hall renovation drawings, which excluded additional 21 classrooms and computer lab. Motion carried – all ayes. 22 23 A motion was made by Akerly, seconded by Champeau to request the Village Hall Planning Task Force be 24 extended by one year, to December 2025, to continue planning discussions throughout the CDBG grant 25 application process. Motion carried – all ayes. 26 27 Should this task force be extended, the group would like to see an additional resident member 28 appointed to replace Sills. 29 30 b) Report for Board of Trustees 31 In light of the task force’s desire to extend its work for another year, it was the consensus of the 32 group to prepare a progress report of their actions over the past two years rather than a final 33 report for submittal to the village board. 34 35 Agenda Item No. 6. Adjournment: A motion was made by Hanson, seconded by Akerly to adjourn 36 the November 14, 2024 meeting of the Village Hall Planning Task Force at 10:31 A.M. Motion carried – 37 all ayes. 38 39 Respectfully submitted, 40 41 Heidi Teich, 42 Village Clerk