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, June 02, 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 6:01 p.m. Present: White, Schuster, Berger, Porlier, Ermeling and Ziegler. Jaeger was absent and excused. Administrator Guild, Director of Public Works Donner, Director of Finance Jacobs, Director of Planning and Development Higgins, Clerk Weinkauf, Technology Director Crowe, Taxpayer Relations Coordinator Hodell, Deputy Fire Chief Meilahn and Police Chief Sparks were also present. There were 4 audience members present. 2. Comments from the public White asked for comments from the audience. Mark Timken, 5909 Coronado Dr., Weston, indicated he is a member of the Transportation Committee with Naomi. He said the committee would like to collaborate efforts with the village to make sure transportation reaches not only people that need the transportation, but also the locations they need to go. 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/Berger: to acknowledge the Committee meeting minutes and place on file. 4. Consent Items. 4.1 Approval prior meeting minutes of 5/19/14. 4.2 Approval prior Board of Review minutes of 5/19/14 4.3 Recommendation to approve submitted vouchers. 4.4 Recommendation to approve an Ordinance Creating Sections 54.116 and 54.117 relating to Escorts and Escort Services and Prostitution 4.5 Recommendation to approve revised Fee Schedule by municipal ordinance – Effective 6/2/14 4.6 Recommendation to accept and place on file the written summary of the “How to Build a Rain Barrel Workshop” held on 5/17/14. 4.7 Recommendation to award the contract for micro-surfacing project 4.8 Recommendation to award the contract for ultra-thin asphalt overlay project 4.9 Recommendation to award the contract for crack seal project 4.10 Recommendation to award the contract for chip seal project 4.11 Recommendation to approve Resolution VW-14-12 approving the North Central Wisconsin Stormwater Coalition Cooperative Agreement *M/S/P Ziegler/Schuster: to approve Consent items 4.1 to 4.11. 5. Reports from Staff 5.1 Clerk/Employee Resources Manager Weinkauf reported all the license renewals will come before the board at their next meeting. She said she is hoping to get the time and attendance training scheduled this week with ADP. She also reported 35 applications were received for the Municipal Court Clerk position. The Judge is interviewing 4 applicants tomorrow. The Department Heads attended a wellness design meeting last week. The Board should see a proposed wellness plan at their next meeting. She also posted the vacant Police Commissioner position on NEOGOV. To date the Village has received 1 application for that opening. The job positing will be run through June 9th. 5.2 Fire Chief Meilahn gave an update on a recent structure fire in Weston located on the corner of Callon Avenue and Highway J. 5.3 Parks Superintendent Osterbrink reported park staff planted 29 trees and put 2500 annual flowers in the ground. They replaced all the damaged planters and bollards. The banners have been changed out. Staff has also been busy getting the pool up and running. Rentals will begin this week, prior to opening on Saturday. He also indicated staff has been very busy mowing. 5.4 Plan/Dev Director Higgins reminded the Board members about the Comprehensive Plan Steering Committee scheduled for next week Wednesday at 5:30 p.m. The Camp Phillips Road corridor plan will be discussed at the meeting. Schuster asked about an agenda. Higgins said staff is working on the agenda.  5.5 Police Chief Sparks reported the Police Commission held interviews last week for a police officer. He has now started the background check process for the top candidate. He also reported he would be absent from the next meeting. 5.6 Public Works Director Donner reported the yard waste pick up is still under way. He said staff will be meeting with Kronenwetter on Thursday to discuss maintenance on some of the border area streets. The Public Infrastructure Committee discussed combining the hookup fee and REU charges from the sanitary sewer into one fee. This has been referred to the Finance Committee. Ermeling asked how many times the Street Department goes through neighborhoods to pick up yard waste. Donner said twice. Ermeling said if residents put their yard waste out when it is supposed to be out, the Village would not have to go through the neighborhood a second time. Schuster said he agrees with Ermeling that the Village should only go through neighborhoods one time. Staff needs to be firm with their commitment to this. Donner said it’s also hard to predict when the pickup should begin. 5.7 Finance/Assessor Jacobs reported the Assessor is done with his 2014 fieldwork. All the final numbers for real estate and personal property have been turned over to the County. The assessment notices were sent out to residents. Open book will be held June 10th and Board of Review is scheduled for June 17th. Jacobs also said the Assessor feels he is 50 percent done with converting his assessment information into the new system. 5.8 Technology Director Crowe said he is working on a joint pass for both Rothschild and Weston pools. He continues to work on the comprehensive plan maps. He is in the process of creating a cloud site for village staff and officials to access. 6. Business Items for Consideration. 6.1 Referral from Parks and Recreation Committee to consider request from Central Wisconsin Irish Fest Committee for Village sponsorship and funding of 2nd annual Irish Fest (Sept 6th, 2014) through use of room tax funds. Jim Daley, Rothschild, owner of Basil Restaurant in Weston, gave an update on the Irish Fest event from last year. This year they plan to have more family events and workshops. The bands are in the process of being booked. They raised over $16,000 last year. White asked Sparks and Hodell if there were any complaints. They said there were none. Guild said he received one complaint regarding noise. Daley said this year they will end the music an hour earlier. Schuster asked if there were complaints from other tenants in the building. Daley said no. Weinkauf read Sharon Jaeger’s email, which was sent earlier today. Jaeger said she would be supportive of contributing up to $10,000 for this event. She went on to say a point needs to be made that we are not supplying staff to assist in the event. If staff wants to, it would be on their own time. Ermeling asked how much staff time is involved and what it costs the Village. Guild said with every event staff goes through the permit review process. He is unsure of what the cost for staff time is. Ermeling is concerned with that and would like to know how much staff time is used for these events. Guild said newer events cost a little more than seasoned events. Daley said they had over 40 volunteers that helped with the event last year. Schuster said we need to remember if there is no charge for staff time that is a donation the Village would be giving toward events. Ermeling asked what the donation was last year for the Irish Fest event. Daley said $1500. White asked Daley how much is being requested for the Irish Fest event this year. Daley said $10,000. Jacobs said right now there is $100,000 in room tax funds. Guild said staff is working with the Convention and Visitors Bureau to track room usage at these events. *M/S/P Schuster/Ermeling: to contribute $3,000 towards the 2nd annual Irish Fest through use of room tax funds. 6.2 Request from Administrator to support submitted request to Marathon County for Environmental Impact Fund grant award. Guild said staff completed a grant application to the Marathon County Environmental Impact Fund. This fund is used to award funds for local projects that have a regional environmental impact. Two ideas that staff would like to explore include building an all age, handicap accessible, ADA compliant canoe and kayak launch at Kelly Bridge on Ross Avenue, adjacent to Babl Lane. This was included in the grant application. The other project is land for additional park space. Staff was approached by Ed Prohaska in regards to land he has available on the northeast corner of Ryan Street and Weston Ave. He would like to sell the land, at a reasonable price, to the Village for park space. Guild said at this time the Village has no plans to build the canoe and kayak launch or buy land for a park. He asked the Board for their support for the grant submittal, which includes these two items, but recognizing this does not put the Village on the hook to do these projects. Ermeling has a concern with even considering purchasing the Prohaska property. She referenced the Corporaal property purchase and the issues the Village had with the DNR not allowing several projects on that land. She also asked about the ponds on the Prohaska property. Guild said the seller would like to see the Village develop these ponds for public fishing. Staff has walked the site. He said the DNR has been notified the Village may have some interest in this property. Guild is not suggesting that we do these things, he is just trying to develop ideas and opportunities. Ziegler said it’s a good idea to look into the funding and then look at the possibilities at another time. Berger said without the grant money this could be a moot point. *M/S/P Berger/Porlier: to support the submitted request to Marathon County for Environmental Impact Fund grant award.  6.3 Discussion and action on conversion to Paid-Time Off system for employee benefits, including a mechanism to allow employees to convert accrued sick leave. Guild presented the PTO policy and sick leave conversion at the last Board meeting. The Finance Committee meeting was supposed to meet to review before tonight’s meeting, but it got delayed. They now plan to meet this coming Wednesday to review. The Personnel Committee has endorsed both the PTO policy and sick leave conversion. This will allow the Village to eliminate the accrued liability balances on the books. Ziegler would like to see how this is going to save the Village money. Jacobs referred to a hand out on the Computations for Conversion to PTO Balance & Conversion of Former Sick Leave Balance. There was a short discussion on the proposed PTO plan and the current time-off plan. *M/S/P Schuster/Ziegler: to refer this item to the Finance Committee for their review of the budget numbers and bring back to the Village Board. 6.4 Discussion and action on the proposed / revised Employee Handbook. Guild explained the policies in the proposed handbook are mostly industry standard for municipal employees. The vast majority of policies were taken from Marathon County. Berger said the Personnel Committee reviewed the document. He is in favor of this being a living document. Schuster feels it would be redundant for the Board to review this like the Personal Committee did. Guild said there are chapters that still need to be created or changed. *M/S/P Porlier/Berger: to accept this as a living document, but continue to work on finalizing areas of the document that need to be addressed. 7. Reports from Administrator Guild said he received a set of route proposals for transit service in 2015 and beyond. He is currently reviewing the proposals and will bring these to the Board for their review. He also reported several communities in the area will be meeting to discuss municipal court consolidation. The Teamsters Union has submitted a proposed contract. It does not comply with the Carlson Dettman report. He needs to meet with the Union representative to discuss the issues. The closing on the Morice property is scheduled for next week. There is still a prospective buyer interested in this property. There is a meeting scheduled for June 18th for the Wisconsin Baseball academy purchase and sale closing. The Village participated in a forum with other local leaders regarding broadband issues. Guild also attended a conference meeting with all the attorneys involved in the lawsuit regarding the creation of SAFER. There was a short discussion on family members attending conferences with employees. Guild asked the Board their thoughts on that. Ermeling does not have any problems with that, as long as there are not any extra charges incurred. Schuster is appalled that anyone would consider this. Guild said he will refer this matter to the Personnel Committee. Guild also referred to a proposal he received from The Retail Coach for a retail economic development plan. He will put this item on the agenda for the next meeting. The cost is approximately $50,000. This company would put a plan together and then take care of making the contacts. There was a short discussion on attracting retail to the area. 8. Remarks from President/Trustees Schuster said there used to be reports with most agenda items. It seems staff has gotten away from that. He would like those reports done by Friday before the meeting. He feels the meetings are getting a little longer than they need to be. He does not expect staff to write a report when they have nothing to say. If staff plans on talking about a particular item, he would like to see a report ahead of time on this. Ermeling feels only routine items should be put under consent. It was decided the president will ask the Trustees if they have any questions on consent items before action is taken. Berger thanked the Street Department for sweeping the path on Camp Phillips Road. 9. Presidents Business There were no comments. 10. Convene to closed session pursuant to SS 19.85(1)(c) to consider compensation and performance evaluation date of the Village Administrator. *M/S/P Schuster/Berger: to convene to closed session at 8:03 p.m. Roll call vote: All were in favor. 11. Reconvene to Open Session, no action will be taken at this time. *M/S/P Ziegler/Porlier: to reconvene from closed session at 8:20 p.m. Roll call vote: All were in favor. No action was taken. 12. Adjourn *M/S/P Ziegler/Schuster: to adjourn the meeting at 8:21 p.m. Respectfully, Sherry Weinkauf Village Clerk