Village Board of Trustees

MINUTES Meeting: BOARD OF TRUSTEES Members: White {c}, Berger, Ermeling, Jaeger, Porlier, Schuster, Ziegler Location: Municipal Center (5500 Schofield Ave); Board Room Time: Monday, June 16, 2014 @ 6:00 P.M. 1. Call to Order | Pledge of Allegiance | Roll Call of Attendance. White called the meeting to order at 6:00 p.m. Present: White, Schuster, Berger, Porlier, Ermeling, Jaeger and Ziegler. Administrator Guild, Director of Public Works Donner, Director of Finance Jacobs, Clerk Weinkauf, Technology Director Crowe, Taxpayer Relations Coordinator Hodell, Deputy Fire Chief Meilahn and Captain Schultz were also present. There were 7 audience members present. 2. Comments from the public White asked for comments from the audience. James Garrity, 5805 Alderson Street, presented a petition regarding the disturbances at the skateboard park. 18 residents signed the petition. They are requesting to have speed bumps in the parking lot, 5 mph speed limit sign at entrance, and stop sign at the exit of the lot, noise ordinance enforcement and for the Village to make the camera system fully operational. This item will be referred to Community Life and Safety Committee, as well as the Park and Recreation Committee for discussion and possible action. 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 Acknowledge that the Board of Trustees approved the current draft version 8; dated 6/9/14 as the current personnel policy and procedure handbook for the Village of Weston, recognizing that this handbook is a living document and will require continuous modification and improvement. 4.2 Acknowledge that Board of Trustees approved the change in policy from a vacation/sick leave system to a paid-time off leave system. PTO leave banks will be populated from current vacation balances and 2014 pro-rated earned vacation allowances. 4.3 Acknowledge the signed Labor Agreement between the Village of Weston and Teamsters Local 662 {A}. 4.4 Approval of Adult Orientated Establishment {A}. 4.5 Approval of Amusement Licenses {A}. 4.6 Approval of Class A Beer and Liquor Licenses {A}. 4.7 Approval of Class A Beer Licenses {A}. 4.8 Approval of Class B Beer and Liquor Licenses/Class B Beer and Reserve Liquor Licenses {A}. 4.9 Approval of Class B Beer Licenses {A}. 4.10 Approval of Cabaret/Entertainment Licenses {A}. 4.11 Approval of Cigarette Licenses {A}. 4.12 Approval of Commercial Animal Establishment – Pet Shop {A}. 4.13 Approval of Officers for Licensed Establishments (includes President, Secretary, Agent, etc.) {A}. 4.14 Approval of Ordinance to amend Section 94.133(e) of The Municipal Code Relating to “Noise” {A}. 4.15 Approval of Hotel/Motel Establishment Permits {A}. 4.16 Approval of Kennel License {A}. 4.17 Approval of Meeting Minutes of 6/6/14 {A}. 4.18 Approval of Mobile Home Park Licenses {A}. 4.19 Approval of Pawn Broker License and Secondhand Article and Jewelry Dealer’s Licenses {A}. 4.20 Approval of Salvage Licenses {A}. Village of Weston; Board of Trustee Meeting Minutes; 6/16/2014; Page 1 of 2  4.21 Approval of Vouchers {A}. 4.22 Recommendation from Chief Sparks to approve Operator Licenses (New and Renewals) {A}. 4.23 Recommendation from Chief Sparks to deny Operator Licenses {A}. 4.24 Recommendation from DPW Director Donner re Water Tank Lettering {A}. *M/S/P Jaeger/Schuster: to approve Consent items 4.1 to 4.24, contingent on Alpine Mobile Home Park, The Speakeasy, Shanghai Grill and Tailgatez Grill & Sportz Bar paying their delinquent personal property tax and Weston Manor Mobile Home Park paying their delinquent mobile home taxes. Q/ Weinkauf said licenses would not be issued until these taxes are paid. 5. Reports from Staff. 5.1 Clerk/Employee Resources Manager Weinkauf asked for questions. There were none. 5.2 Fire Chief Deputy Chief Meilahn reported SAFER received over 1100 calls to date. He also reported on a recent structure fire in Weston at the corner of Birch and Sternberg. 5.3 Parks Superintendent Jaeger reminded the Board members about the Parks and Recreation Committee meeting scheduled for next week Monday. 5.4 Plan/Dev Director No comments. 5.5 Police Chief Captain Schultz reported the police department received 927 calls for the Village in the month of May. He also noted the calls to Green Aces Mobile Home Park have increased compared to last year. The new Police Officer will begin on June 23rd. 5.6 Public Works Director Donner gave an update on a letter he received from the WI DOT related to an enhancement grant. He also reported on the pavement distress in front of Dales Weston Lanes. The water main that froze on Bernard Avenue earlier this year has been repaired. Dick Wanta is retiring from the Village and his last day of work is June 27th. 5.7 Finance/Assessor John Jacobs reminded the Board members that Board of Review is scheduled for tomorrow at 4:00 p.m. He also reported the Finance Department is finishing up with audit work. He hopes to have the audit presentation on July 7th. 5.8 Technology Director Crowe said the website email was down this past weekend and he was not aware of that. Different steps have been put in place so that he can be notified sooner. 6. Business Items for Consideration. 6.1 Resolution VW-2014-13 re Certification of Annual Maintenance Report (CMAR) for Weston Water Utility. *M/S/P Schuster/Berger: to approve Resolution VW-2014-13 re Certification of Annual Maintenance Report (CMAR) for Weston Water Utility. 6.2 Consider Committee review on current draft of Fleet Replacement and Capital Equipment Financing Plan. *M/S/P Ermeling/Jaeger: to adopt the draft of Fleet Replacement and Capital Equipment Financing Plan. Q/Guild said this is unaffordable at this time. There will be more discussions on this moving forward. 6.3 Consider Committee review and recommendation on purchase of DPW Front Loader. *M/S/P Ermeling/Ziegler: to approve the purchase of a DPW Front Loader. 6.4 Consider Committee review and recommendation on purchase of SAFER Ambulance *M/S/P Ermeling/Ziegler: to approve the purchase of a SAFER ambulance. 6.5 Consider Committee recommendation on Fehr Graham Engineering & Environmental for updating Village Safety Compliance Program. *M/S/P Schuster/Jaeger: to approve Fehr Graham Engineering & Environmental update the Village’s Safety Compliance Program. Village of Weston; Board of Trustee Meeting Minutes; 6/16/2014; Page 2 of 2 7. Reports from Administrator 7.1 Consider Personnel Committee review and recommendation on the question of whether current employee Catastrophic Sick Leave balances be transferred into the newly created Medical Leave Bank as a part of the new employee personnel policy and procedure handbook. Guild said the Personnel Committee discussed this item at their meeting. *M/S/P Schuster/Porlier: to approve the current employee Catastrophic Sick Leave balances be transferred into the newly created Medical Leave Bank as a part of the new employee personnel policy and procedure handbook. 7.2 Consider Personnel Committee review and recommendation on the question of whether Brad Mroczenski should be promoted from Park Maintainer to the position of Aquatic Center Manager, per the terms and condition of the promotion letter dated May 26th, 2014. Guild said this promotion already occurred. *M/S/P Jaeger/Berger to approve Brad Mroczenski be promoted from Park Maintainer to the position of Aquatic Center Manager, per the terms and conditions of the promotion letter dated May 26th, 2014. 7.3 Consider Personnel Committee review and recommendation on the question of whether the proposed Performance Evaluation Report document should be used to evaluate Department Directors. Guild said the Personnel Committee recommended approval with some minor changes. *M/S/P Berger/Porlier: to approve the Performance Evaluation Report document, per the recommendation of the Personnel Committee. 7.4 Consider Community Development Authority / Economic Development Committee review and recommendation on the question of whether to approve the submitted proposal from the Retail Coach for services to create a Retail Development Plan and receive Recruitment Coaching and Economic Development Services in 2014 and 2015. Guild explained the proposal from Retail Coach. Payments for this can be split between 2014 and 2015. Ermeling said this is a good idea. She feels Weston is a hard sell. Ziegler feels it is something we can undertake and feels it is important they come on site. Schuster said the networking is very valuable. Jaeger does not support this. Porlier feels this is something that should be done. Berger said he would also want them to come on site. White said the Village needs to give staff the tools to do this. *M/S/P Schuster/Porlier: to approve the proposal from Retail Coach for services to create a Retail Development Plan and receive Recruitment Coaching and Economic Development Services in 2014 and 2015 not to exceed $43,000. *M/S/P Schuster/Porlier: to amend the motion to include sending this item to the Finance Committee for their review. All were in favor of the amendment. All were in favor of the motion as amended except Jaeger who was opposed. Motion passed. 8. Remarks from President/Trustees No comments 9. Convene to closed session pursuant to SS19.85 (1)(c) to consider compensation and performance evaluation date of the Village Administrator. 10. Reconvene to Open Session, no action will be taken at this time. The Board did not convene to closed session. 11. Adjourn White adjourned the meeting at 6:56 p.m. Respectfully, Sherry Weinkauf Village Clerk Village of Weston; Board of Trustee Meeting Minutes; 6/16/2014; Page 3 of 2