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 19, 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 6:02 p.m. Present: White, Schuster, Jaeger, Berger, Porlier, Ermeling and Ziegler. Administrator Guild, Director of Public Works Donner, Director of Planning and Development Higgins, Clerk Weinkauf, Technology Director Crowe, Taxpayer Relations Coordinator Hodell and Police Chief Sparks were also 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 Ermeling/Jaeger: to acknowledge the Committee meeting minutes and place on file. 4. Consent Items. 4.1 Approval prior meeting minutes of 05/05/2014. 4.2 Recommendation to approve Cigarette License for Family Dollar, 3910 Schofield Avenue. 4.3 Recommendation to approve submitted vouchers. 4.4 Recommendation to approve an Ordinance to repeal, rename, and recreate Section 94.138 of the Municipal Code Relating to “Lighting and Building Appearance Standards.” *M/S/P Berger/Schuster: to approve Consent items 4.1 to 4.4. 5. Reports from Staff 5.1 Clerk/Employee Resources Manager Weinkauf gave an update on the ADP payroll conversion. She also indicated the Municipal Court Clerk job opening was posted on the Village’s website. She is working on a job posting for the vacant Police Commissioner position. 5.2 Fire Chief No comments. 5.3 Parks Superintendent Osterbrink reported staff has been busy with trying to get the aquatic center up and running for the season. 5.4 Plan/Dev Director Higgins said there will be Comprehensive Outdoor Recreation Plan (CORP) Update - Intergovernmental Planning Meeting on June 11th. 5.5 Police Chief Sparks said the Police Commission will hold police officer interviews this coming Wednesday. 5.6 Public Works Director Donner said the weight limits are no longer posted. He said the Parks Department will utilize staff from the Street Department to help with mowing this summer. RFP’s were sent out for street maintenance chip seal and overlay. A recommendation for award will take place at the next meeting. The new snow plow truck, with accessories, has been ordered. He gave an update on a transportation meeting he attended last week, which was hosted by the Wausau Area Chamber of Commerce. 5.7 Finance/Assessor No comments.  5.8 Technology Director Crowe said he has been focusing a lot of time trying to get maps done for the comprehensive plan. He is also recently set up computers for the recycling intern and the temporary clerical position (sponsored by Wisconsin DVR). 6. Business Items for Consideration. 6.1 Recommendation to deny the rezone of an 11.824 acre parcel located within the Village ETZ area of the Town of Weston from RR Rural Residential to SR Suburban Residential. *M/S/P Jaeger/Schuster: to deny the rezone of an 11.824 acre parcel located within the Village ETZ area of the Town of Weston from RR Rural Residential to SR Suburban Residential, per the recommendation of the ETZ Committee. Q/Schuster asked if the Town of Weston was also against the rezone. Higgins said yes. 6.2 Request for consideration from Tech Director Crowe regarding tablet disposal and laptop purchases. Guild asked Board members for their opinions on using their tablets. There was a short discussion on some of the issues with the tablets. Guild said the tablets can be sold. *M/S/P Jaeger/Ziegler: to approve purchasing laptops with Windows 7. Q/Ziegler asked if switching to laptops makes it easier for Crowe to work with. Crowe said yes. 6.3 Request for consideration from Park Superintendent Osterbrink regarding purchase of replacement lightpole banners. Guild stated the majority of banners along Schofield Avenue and the hospital are tattered. Staff is proposing to put up just one set all year. The banners would only be swapped out if they become damaged. Ermeling asked if these would last longer. Guild said yes. He also stated these would be purchased with room tax funds.*M/S/P Jaeger/Ermeling: to approve the purchase of replacement light pole banners. 6.4 Recommendation to approve the expansion of Broadband Network to Weston Business & Technology Park – South. *M/S/P Schuster/Ermeling: to approve sending the proposed Broadband Network project for the Business Park to the Finance Committee to find funding for at least Phase 1 of the project. Q/Guild said staff will continue to negotiate lower costs. They will also resubmit the grant application. 6.5 Discussion regarding Administrator’s recommendation to seek special legislation for refinancing of TIF districts. Guild said the Village’s TIF Districts are not doing well. He stated 18 communities in Wisconsin, including the City of Wausau, received special legislation from the state to completely redo the rules of their TIF Districts. *M/S/P Ermeling/Jaeger to have staff proceed with seeking special legislation for the Village’s TIF Districts. 6.6 Discussion regarding Administrator’s recommendation to convert vacation/sick leave balances into a revised paid-time off (PTO) benefit management system, including providing employees with an opportunity to convert sick leaves balances. Guild reported the Personnel Committee reviewed the proposed PTO policy and sick leave conversion. The Finance Committee will now review this on May 28th. He hopes to have this adopted in early June. He referred to a PTO/conversion sample handout. He stated there is a little less than $200,000 of accrued time off liability on the books. Converting to a PTO program will help with the budget. The Finance Committee will review this to see what options the Village can afford to offer. 6.7 Discussion regarding Administrator’s recommendation to revise Employee Personnel Policy and Procedures Handbook. Guild said the proposed handbook has been reviewed by both Department Heads and the Personnel Committee. He asked Board members how they would like to review the document. White suggested including an index and hyperlinks in the document. The Board members asked for the document to be emailed to them for their review. 7. Reports from Administrator Guild said staff is moving forward with the Town of Weston on a revised intergovernmental service agreement. He plans to attend the Town’s Board meeting tomorrow to present the agreement. He also reported he had a conversation with the Superintendent of the D.C. Everest School District relating to their request to have permit fees waived, which was not passed at the last Village Board meeting. They discussed comments made at the last meeting about the school district charging fees to the Village. They have requested staff to provide them with a list of fees the school district is charging the Village. Guild will review those with the school district, and discuss the possibility of putting together a joint resolution that addresses fee waivers for both the Village and the school district. Guild also reported he has concluded his negotiations with Mr. Morice, and he will now proceed with the Village on the closing of his lot without protest. There is also a developer interested in this property. He did have a follow-up conversation with the Sutton’s and they have found new property on Technology Drive for their expansion. The Municipal Court Clerk as submitted her resignation. The Kronenwetter/Rothschild Court is disintegrating right now because of issues between Rothschild and Kronenwetter. He would like to reach out to the leader of those  communities to see if they would be interested in consolidating their courts with the Village’s Court. The Board members all agreed this was a good idea. There was also a short discussion on a new proposed Metro ride route. 8. Remarks from President/Trustees Ermeling said she received a call in regards to peoples driving four wheelers and dirt bikes around in their back yards. She asked if there were any ordinances in place to prohibit this. Hodell said the police could potentially site for disorderly conduct with a vehicle. There was also a short discussion on parking vehicles on an all-weather surface. 9. Presidents Business 9.1 Personnel Committee Appointment – Deb Pagel *M/S/P Jaeger/Ziegler: to appoint Deb Pagel to the Personnel Committee. 10. Adjourn White adjourned the meeting at 7:32 p.m. Respectfully, Sherry Weinkauf Village Clerk