Village of Summit Village Board met Nov. 14.
Here is the minutes provided by the board:
CALL TO ORDER
President Riley called to order the Summit Village Board meeting at 6:25 p.m. on Thursday, November 14, 2019 at the Summit Village Hall, 37100 Delafield Road.
ROLL CALL AND CONFIRM POSTING
Clerk Michael took roll call and confirmed posting of meeting to the local media as required and requested along with posting on the Village website and posting board. Trustees present were: Richard “Curly” Wentland, Sandy Casterline and Jim Petronovich. Also present were: President Jack Riley, Administrator/Clerk-Treasurer Debra Michael, Planner Henry Elling, Chief Michael Hartert and DPW Lead Person Bill Miller. Trustee Kraig Arenz, Sr. was absent and excused.
President Riley ANNOUNCED EXECUTIVE SESSION stating that the Village Board may convene into Executive Session pursuant to: Section 19.85(1)(c) Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility – job offer for Public Works Superintendent position
PUBLIC COMMENT
Mike Nevins, 849 N Pointview Road – has lived here many years and fortunate to participate in Village Board and Plan Commission meetings. Common threads about development show when residents come out and state that they want the Village to stay rural. He doesn’t believe we need a downtown, four lane roads or gas stations. We like the rural character and that rural character is described in the Master Plan. Compliments the amount of effort the groups put into listening to the residents, that is appreciated.
PUBLIC HEARING
President Riley announced the Public Hearing on the proposed 2020 Village of Summit budget. Administrator-Clerk/Treasurer Michael presented an overview of the 2020 summary budget (attached). Public Comments:
Brian Porter, 37500 Stillwater Drive – over $1,000,000 that is unallocated and interested in the board’s perspective about use of that to pay down the debt as opposed to borrowing. President Riley responded that the Village has a policy of a percentage that they need to keep in that fund and we need a certain amount to operate but we also don’t want a ton of money sitting in there and this year for example instead of borrowing, we took the money out of the general fund and paid for the capital items. With a balance this high we will probably consider doing that again and an analysis will be done prior to making that decision.
Mike Nevins, 849 N Pointview Road – how did we miss our 2019 budget by so much. President Riley stated we don’t anticipate all the development, so a majority of the excess is from the building permits for Lake Country Village. We want to be conservative with the budget so we only estimate a portion of the available lots and that particular development has had an accelerated phasing. Mr. Nevins asked about the debt service and if we go back and renegotiate those rates. President Riley explained we use the State’s Board of Commissioners of Public Lands State Trust Fund Loans and Administrator Michael explained that we do research rates with local banks and use our financial advisor to help make this decision.
Nate Rice, 3783 Valley Road – with the additional money in unallocated funds he would like the Village to consider a speed sign for Valley Road, the speeding is out of control along that road. Thank the Police Department for the ongoing radar patrol on Valley Road.
Closed the Public Hearing at 6:58 pm.
CONSENT AGENDA - Items listed under the Consent Agenda are considered in one motion unless a Village Board Member requests that an item be removed from the Consent Agenda
A. Minutes of October 10, 2019 regular meeting
B. October,2019payables
C. Discussion and action on Application for Operator’s Licenses for: Hannah E Gritzmacher, Kristina Marie Reynolds
D. 2020 Service Agreement with Silver Lake Utility District
E. 2020 Service Agreement with Summit Utility District #2
F. 2020 Service Agreement with Summit Utility District #3
G. 2020 Service Agreement with Genesee Lake Utility District
H. Discussion and action on 2020 budget request from Kettle-Moraine Rec. Association
MOTION: (Casterline, Petronovich) to approve the consent agenda as presented. Carried.
PLAN COMMISSION
Discussion and action on a Certified Survey Map to reconfigure property at 1551 and 1575 Sugar Island Road
MOTION: (Wentland, Casterline) to approve Certified Survey Map as to reconfigure two parcels at 1551 and 1575 Sugar Island Road with the following conditions:
A. SUBJECT TO APPROVALS FROM ALL OBJECTING AND APPROVING BODIES: Petitioner shall satisfy all comments, conditions and concerns of the Village Engineer prior to approval of the final Certified Survey Map.
B. NO BUSINESS OR COMMERCIAL USE. There shall be no commercial or business use on these lots, except as specifically permitted pursuant to the applicable Zoning Code.
C. REIMBURSEMENT OF EXPENSES. As a condition precedent to this conditional CSM approval taking effect, the Petitioner shall pay all fees, costs, and assessments due and owing to the Village of Summit, and for reimbursement of any expenses, costs and disbursements which have been incurred by the Village of Summit in the drafting, review or enforcement of this conditional CSM approval, including without limitation by reason of enumeration, design, engineering, inspection and legal work.
D. ONE YEAR TO SATISFY CONDITIONS: Subject to the Petitioner satisfying all of the aforementioned conditions within one year of the Village Board granting conditional final approval of the CSM.
Carried.
Discussion and action on a request to rezone 11 acres of land south of 2517 Dousman Road from A-1 Agricultural District to In Institutional District – Hope Church.
MOTION: (Petronovich, Casterline) to adopt an Ordinance to rezone 11 acres of land south of 2517 Dousman Road from A-1 Agricultural District to IN Institutional District as recommended by the Village Plan Commission. Carried. Wentland – recused.
Discussion and action on a sixth amendment to the Lake Country Village Development Agreement for the original phase of the subdivision
MOTION: (Wentland, Casterline) to approve the Sixth Amendment to the Development Agreement for Lake Country Village Subdivision. Carried.
Discussion and action to approve the Perpetual and Permanent Trail System Access Easement for Lake Country Village Addition #1
Planner Elling explained this is an exact mirror of original trail easement for 1st Phase and allows general public to access and use all the internal trails within the subdivision but ownership and maintenance is the responsibility of the homeowners and/or developer. Attorney Macy reviewed the first easement.
MOTION: (Petronovich, Casterline) to approve the Perpetual and Permanent Trail System Access Easement for Lake Country Village Addition #1 and authorize the Village President and Clerk to sign. Carried.
Discussion and action on Lake Country Village Phase 4 final plat
MOTION: (Casterline, Wentland) to approve the Final Plat for Lake Country Village Subdivision Addition #3, subject to compliance with all comments and concerns of the objecting agencies, including the Village Engineer, and payment of all fees and charges currently due the Village of Summit. Carried.
Discussion and action on Lake Country Village final phasing plan
Planner Elling stated originally this was a 10 year program but the lots are selling quicker than anticipated. Phases 5 & 6 could come back in 2020. There is also a Phase 7 but no timeline for that portion right now.
MOTION: (Wentland, Petronovich) to approve the Phasing Plan dated September 30, 2019. WESTERN LAKES FIRE DISTRICT
Monthly Report
Chief Brad Bowen reviewed the October, 2019 monthly call report and overall report (on file).
HIGHWAY DEPARTMENT
Monthly Report
Lead Person Miller reviewed monthly report (on file).
POLICE DEPARTMENT
Monthly report
Chief Hartert reviewed the monthly report (on file). Traffic study of DOT on Sunset Drive states that 35 mph is the appropriate speed limit there, gave some options and will work with residents who requested that on how they’d like to proceed. Trustee Wentland wanted pricing on painting a cross walk and how that stands up to traffic.
Discussion and action on Resolution to Amend the Official Traffic Map of The Village of Summit – Venice Beach Road
MOTION: (Wentland, Casterline) to adopt Resolution #19-405 to amend the official traffic map of the Village of Summit to reflect changes to Venice Beach Road parking regulations. Carried.
ADMINISTRATOR
Discussion and action on an Ordinance to adopt the Wisconsin Municipal Records Schedule
MOTION: (Casterline, Petronovich) to adopt Ordinance 74-2019 to adopt the Wisconsin Municipal Records Schedule. Carried.
Discussion and action on a Resolution Detaching Lands from the Village of Summit to the City of Oconomowoc on December 31, 2019, per the 2000 Boundary Agreement
MOTION: (Casterline, Wentland) to adopt Resolution detaching lands from the Village of Summit on December 31, 2019, per the 2000 Boundary Agreement. Carried.
Discussion and Action on a Resolution Waiving Conflict of Interest between the City of Oconomowoc and the Village of Summit regarding provision of sewer and water service to an area south of I94 and west of Dousman Road
Administrator Michael explained this is for consideration because the Village and City have the same legal firm that represents them. The attorney is not the same but this resolution is necessary if we wish our normal attorney to represent the Village during these discussions.
MOTION: (Casterline, Wentland) to adopt the Resolution Waiving Conflict of Interest between the City of Oconomowoc and the Village of Summit regarding provision of sewer and water service to an area south of I94 and west of Dousman Road. Carried.
Discussion and action on procedure related to 27 bi-weekly pay periods during 2020
Chief Hartert stated this is an administrative feature and being paid less but we are working the exact amount of hours for the year.
President Riley stated for hourly we would leave it the same would be his suggestion.
Chief stated if we want to do this just so the event doesn’t happen every 12 years then we should review near the end of the police contract and negotiate that. 86% of people are just going with the flow and doing the right thing.
Trustee Casterline thinks we should craft it another way using the multiplier if we leave it as bi-weekly payroll.
President Riley stated it would be easier if we changed to bi-monthly pay dates on the 1st and 15th of the month.
MOTION: (Wentland, Petronovich) to change to pay dates of the 1st and 15th of the month and check with union representative to change the contract. Carried.
Discussion and action on 2020 Village Budget and 2019 Tax Levy
MOTION: (Petronovich, Casterline) to adopt the 2020 Village. Budget Summary with a levy of $1,870,416.11 as described during the November 14 public hearing. When the Western Lakes Firs District Levy of $796,994 is added, the total overall levy will then be $2,667,410.11 and a Village mill rate of $2.72 per $1,000 of value. Carried.
VILLAGE BOARD
Update on Genesee Lakes FEMA Letter of Map Revision application
Planner Elling stated first response came back and SEH has replied, this is still in process and we don’t know how long the review process will take, this will still fall within the 2019 budget.
Discussion and action on appointment of member to vacancy on the Police Commission
MOTION: (Casterline, Riley) to appoint Lisa Mellone to the remainder of the term until May 2023 to the Police Commission open seat.
Trustee Casterline stated it was mentioned about getting a woman on the commission and sometimes it is good to have someone that isn’t directly related. Trustee Wentland stated most of that he agrees with but Mrs. Mellone’s husband is the Chief of Police for Cottage Grove. Trustee Petronovich states that he agrees we should have a woman on the commission as well.
Failed. Opposed Riley, Petronovich, Wentland.
MOTION: (Riley, Petronovich) to approve Kathy Wentland to the remainder of the term until May 23 to the Police Commission open seat. Mrs. Wentland served on the Fire Board and was a very good member of that in the past and she is not serving on any other committees. Carried.
Discussion and action to set date for special meeting with staff for annual performance reviews
Village Board special meeting for December 3rd. 2 – 4 pm for staff reviews and 5:15 pm for Attorney Macy closed session.
Discussion and action to set date and items for December regular Village Board meeting
December 12, 2019 possible agenda items: appointment of election inspectors, payroll issue, aquatic invasive species discussion.
MOTION: (Wentland, Riley) TO GO INTO EXECUTIVE SESSION, pursuant to Section 19.85(1)(c) – Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility – job offer for Public Works Superintendent position
ROLL CALL VOTE: Trustee Wentland- aye, Trustee Casterline – aye, Trustee Petronovich – aye, President Riley – aye. Carried.
ADJOURN VILLAGE BOARD MEETING
MOTION: (Casterline, Petronovich) to adjourn at 9 p.m. Carried.
https://summitvillage.org/wp-content/uploads/2019/12/Nov-14-VB.pdf
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