Village Board of Trustees

Meeting: BOARD OF TRUSTEES Members: White {c}, Berger, Ermeling, Jaeger, Porlier, Schuster, Ziegler Location: Municipal Center (5500 Schofield Ave); Board Room Time: Monday, May 5, 2014 @ 6:00 P.M. MINUTES 1. Call to Order. 1.1 Pledge of Allegiance. 1.2 Roll Call of Attendance. White called the meeting to order at 6:06 p.m. Present: White, Schuster, Jaeger, Berger, Ermeling and Ziegler. Porlier was absent and excused. Administrator Guild, Director of Public Works Donner, Director of Planning and Development Higgins, Director of Finance Jacobs, Clerk Weinkauf, Police Chief Sparks and Deputy Fire Chief Meilahn were also present. There were 7 audience members present. 2. Comments from the public White asked for comments from the audience. There were no comments. 3. Communications – All standing and non-standing committees, commissions or boards. – Acknowledgement of meeting minutes and place on file with the Clerk. *M/S/P Schuster/Ziegler: to acknowledge the Committee meeting minutes and place on file. 4. Consent Items. 4.1 Approval prior meeting minutes of 04/21/2014. 4.2 Arbor Day Proclamation. 4.3 Bike and Walk Week Proclamation. 4.4 Recommendation to approve submitted vouchers. 4.5 Recommendation to approve Wisconsin Valley Radio Association to use Kennedy Park for their 2014 Field Day. 4.6 Recommendation to acknowledge of the 2013 Annual Report, Recycling Program Accomplishments and Actual Costs. 4.7 Recommendation to accept and place on file the written summary of the Home Composting Workshops. 4.8 Recommendation to approve Retain Dixon Engineering for professional services related to maintenance painting of the Everest Avenue Water Storage Tank. 4.9 Recommendation to approve to replace a 1999 International truck with a new truck chassis from Scaffidi Motors and Dump Box with accessories from Truck Equipment. *M/S/P Jaeger/Berger: to approve Consent items 4.1 to 4.9 5. Reports from Staff 5.1 Clerk/Employee Resources Manager Weinkauf reported on the implementation of the new ADP payroll system. 5.2 Fire Chief No comments. 5.3 Parks Superintendent Osterbrink said there is currently a frozen water service at Kennedy Park. Staff hopes to have it thawed out by the middle of the week. He also reported that baseball started yesterday in the parks. 5.4 Plan/Dev Director Higgins said staff received a denial letter for the broadband expansion grant. However, the Village has been encouraged to apply for the 2015 grant. 5.5 Police Chief Sparks reported the Department received 49 applications. 12 applicants passed the agility testing. The Police Commission will conduct interviews on May 27th. Sparks also reported two of the department’s older squad cars were sold. He gave an update on a new bill that was passed for officer involved shootings. 5.6 Public Works Director Donner reported the yard waste pick up will begin on May 19th.  5.7 Finance/Assessor Jacobs reported the Village audit review has been completed. The Everest Metro audit review should be completed by the end of this week. He also reported the Assessor has finished entering 95% of new property valuation changes. 5.8 Technology Director Guild reported staff is considering selling the Board members tablets and switching to lap tops. Crowe will send a letter to the members explaining the switch. 6. Business Items for Consideration. 6.1 Request for fee waiver for DC Everest Staff Run/Walk. Guild said the D.C. Everest staff will be holding a run/walk event in the Village. They have requested the Village to waive their permit fee. Guild said a vast amount of communities do not charge their school districts for these kind of events. *M/S/P Jaeger/Berger: to deny the Request for fee waiver for DC Everest Staff Run/Walk. Q/Schuster is concerned with the school district not having to pay, and Village staff still having to do the work on the application review process. White asked if the school district charged the Village for lifeguard testing. Osterbrink said yes. Ermeling said if the Village is going to approve waivers then why bother with a permit. Guild said staff is trying to build more partnerships with the school district. They may be a little frustrated with the decision to deny. 6.2 Request for fee waiver for IDEA Charter Bike Ride. *M/S/P Jaeger/Berger: to deny the Request for fee waiver for IDEA Charter Bike Ride. 6.3 Request for a community event funding grant for Forrest’s Run Charity Event. Steve Goetsch, Schofield, said they are requesting a grant of $910 to cover the expense of police officers for the Forrest’s Run event. *M/S/P Berger/Jaeger: to approve the Request for a community event funding grant for Forrest’s Run Charity Event. Q/Ermeling has concerns with granting this. She does not see how this can be justified. There are restrictions in place for using room tax funds. She is not in favor. Steve Goetsch said there are a number of people that do come to this event that are from out of this area. He explained how the event gives back to the community. There was a short discussion on the room tax funds and the overnight hotel stay requirements. Ermeling would like to see some kind of proof that people are staying at hotels during these events. She asked Steve Goetsch to include this information on his application next year. Schuster is also concerned with using room tax money when it may not develop additional room tax. He would like staff to look at putting a policy in place for these kind of requests. Guild suggested the Board members give staff feedback on what kind of things they would like to see funded with the room tax. Steve Goetsch thanked the Board members. He said it does cost a lot of money to put on these kind of events. He would be more than happy to discuss this issue further with the Village. 6.4 Request for a community event funding grant for FCA BMX/Skate Event. Guild said FCA does a series of events locally promoting positive experience in youth sporting. The plan this year is to combine the FCA and BMX events together. Part of this money will be used to bring in a national group that can do BMX bike demonstrations. *M/S/P Jaeger/Berger: to approve the request for a community event funding grant for FCA BMX/Skate Event. Shuster asked if this was totally nonprofit. Guild said yes and all proceeds go to the event. Schuster asked for these kind of requests to also be included in future policy discussions. 6.5 Recommendation to approve the installation of advertising signs and scoreboards at Kennedy Park. Osterbrink said the D.C. Everest Youth Baseball league would like to lower their fees in hopes of getting more kids involved. They would like to place advertising on the inside of fences at Kennedy Park. The signs would only be placed on the fencing during the season. The Park and Recreation Committee recommendation is to work with staff on the signage. They are also proposing to install electric score boards on the two little league diamonds. *M/S/P Jaeger/Schuster: to approve the installation of advertising signs and scoreboards at Kennedy Park. Q/Schuster asked if all the expense would be their responsibility. Osterbrink said yes. Ermeling has concerns with advertising in the park on a daily basis. Jaeger said her understanding is that the league would work with staff on the placement and removal of these signs, and the signs were to be put up only during games. Osterbrink said the committee minutes did not state anything about not allowing the signs to be up all season. White asked who would be responsible for the repairs and maintenance of the electric scoreboards. Osterbrink said the league would be responsible for the repairs and maintenance, but the Village is paying for the insurance because the scoreboards are on Village property. *M/S/P Ermeling/Jaeger: to amend the original motion to include the league work with staff on the advertising signs and require the signs to be taken down on a daily basis or after each game. Q/Ermeling said they will not be allowed to put the signs up if they do not follow the new policy. Schuster asked if it would be difficult to take the signs down every day. Ostebrink said the signs can be  designed so that they can be removed after every game. All were in favor of the original motion as amended. 6.6 Recommendation to approve discontinuing street maintenance services in the Home Sweet Home and surrounding neighborhood in the Town of Weston. Donner referred to a map of the Home Sweet Home addition. The Village has been providing street maintenance to the Town of Weston since the incorporation. Staff pointed out that it is inefficient to plow the streets in the Home Sweet Home Addition. It makes more sense to propose the City of Wausau take care of all the street maintenance in this neighborhood. Schuster asked if the proposal included eliminating all the street maintenance. Donner said yes. Milt Olson, Town of Weston, said the City of Wausau, on occasion, plows a couple of those roads if they get to that neighborhood before Weston. He has no objection to the City of Wausau doing that. He would just like them to only do the snow maintenance. He would prefer the Village of Weston take care of the other street maintenance. Donner said any street maintenance the Village does right now for the Town is on an on demand basis. He can’t promise the Village will be able to do the requested maintenance. It depends on the capacity of the Village. If the Village is unable to do the work staff would notify the Town. Guild said the challenge the Village has is to respond to events outside of the normal work flow. *M/S/P Ziegler/Schuster: to approve discontinuing street maintenance services in the Home Sweet Home and surrounding neighborhood in the Town of Weston. Q/Jaeger is in favor of discontinuing the winter maintenance, but not in favor of discontinuing all street maintenance. *M/S/P Jaeger/Ermeling: to amend the original motion to only include winter maintenance. Ziegler is not in favor of that. Donner said staff can continue to work with the Town on a per request basis. All were in favor of the amendment. All were in favor of the original motion as amended. Schuster expressed some concerns as it relates to risk management. Guild said the agreement will address some of those concerns. 6.7 Recommendation to approve Department of Public Works Equipment Purchases as proposed for 2014. Donner said this is the capital equipment plan for 2014. The full plan will go before the Finance Committee at their next meeting. There was a short discussion on the budget. *M/S/P Ermeling/Ziegler: to approve the Department of Public Works Equipment Purchases as proposed for 2014. 7. Reports from Administrator Guild gave an update on the broadband options being considered for the Business Park. He said not having access to high speed internet is a deterrent. Staff will continue to work with Charter on this issue. Guild also reported staff is working on special legislation to extend the life of the TIF. This is similar to what the City of Wausau did with their TIF district. Staff plans to present this to the CDA Committee next week. 8. Remarks from President/Trustees No comments. 9. President’s Business 9.1 Committee Appointment and Terms White said the Village received seven applications for a Plan Commission member. He recommended Marty Johnson for that position. *M/S/P Ermeling/Schuster: to approve the Committee Appointment and Terms. 10. Adjourn. White adjourned the meeting at 7:49 p.m. Respectfully, Sherry Weinkauf Village Clerk