Village of Summit Village Board met Dec. 12.
Here is the minutes provided by the board:
CALL TO ORDER
President Riley called to order the Summit Village Board meeting at 6:30 p.m. on Thursday, December 12, 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, Kraig Arenz, Sr, 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.
PUBLIC COMMENT
Genevieve Swanson, 1063 Ravinia View Lane – submitted a petition to have signs implemented in the Bark River regarding no discharge of firearms.
Lead Person, Bill Miller introduced Silas Earle who will be joining the Village DPW crew on January 6.
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 – staff evaluations of the individuals holding the following positions: Administrator- Clerk/Treasurer, Deputy Clerk/Deputy Treasurer, Deputy Clerk 2, Planner, Highway Lead Person, Highway Crew, Police Chief, Police Captain and Police Sergeant.
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 November 14, 2019 regular meeting
B. November,2019payables
C. Discussion and action on Special Events License for Max Zimmer, LLC, d/b/a Panga Bar & Grill for January 1, 2020 Polar Plunge
MOTION: (Arenz, Casterline) to approve the consent agenda as presented. Carried.
PLAN COMMISSION
Discussion and action on a Certified Survey Map to combine ownership of two properties, one at 2951 North Silver Cedar Road
MOTION: (Wentland, Arenz) to approve Certified Survey Map to combine two parcels at 2951 Silver Cedar 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. Petronovich recused.
Discussion and action on a Certified Survey Map to combine properties at 3338 Silverdale Road
MOTION: (Wentland, Petronovich) to approve the Certified Survey Map to combine two parcels at 3338 Silverdale 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 Certified Survey Map to reconfigure 51.5 acres at 2517 Dousman Road into three new parcels and dedicate new roadway
Planner Elling stated that this is the final step in the process for Hope Church’s new property and the remainder White Stone Church properties.
MOTION: (Arenz, Casterline) to approve the Certified Survey Map to reconfigure three parcels at 2517 Dousman 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 and all reviewing, objecting and approving bodies, prior to approval of the final Certified Survey Map.
B. SUBJECT TO REZONING: Subject to the Petitioner submitting a request and receiving approval from the Village Board, for a zoning change to make the area for Lot #2 a conforming zoning classification.
C. SUBJECT TO DESIGN AND CONSTRUCTION OF PUBLIC ROADWAY ON THE DEDICATED RIGHT-OF-WAY NORTH OF LOT 3. Petitioner shall submit plans to the Village Engineer for installation of a public roadway between Dousman Road and Indian Mound Road, and shall receive approval for these plans from the Village Engineer, prior to commencing construction of any improvement, whether public or private, or site development, or approval of any building permits, whichever is earlier.
D. SUBJECT TO DEVELOPER’S AGREEMENT: Subject to the Petitioner submitting to the Village Planner and receiving approval from the Village Board and the Village Attorney approval as to form, a Developer’s Agreement for the public improvements, prior to commencing construction of any public improvements.
E. SUBJECT TO FINANCIAL GUARANTEE: Subject to the Petitioner submitting to the Village Planner and receiving approval as to form from the Village Attorney and as to amount from the Village Engineer, a letter of credit or cash deposit, prior to commencing construction of any public improvements.
F. 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.
G. 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.
Trustee Casterline asked if there is an update regarding the availability of water to that property. President Riley stated there is not.
Trustee Petronovich asked if Emmaus Road will continue west to the other properties. Planner Elling stated that would happen if something comes forward for that property. There will be a full T-turnaround at the end of this road for the time being.
Carried. Wentland recused.
Discussion and action to approve roadway design for new roadway at 2517 Dousman Road
Planner Elling stated the recommendation is for Emmaus Road to be built as rural cross-section with shoulder and ditch.
MOTION: (Arenz, Peteronovich) to accept the Plan Commission and Village Engineer recommendation for roadway design of Emmaus Road.
Carried. Wentland recused.
Discussion and action on Letter of Credit reduction #3 for Lake Country Village phase #3
MOTION: (Wentland, Casterline) to approve a third reduction in the letter of credit for the Lake Country Village Subdivision, Phase #3 in the amount of $150,457.68, based on the report of the Village Engineer and subject to payment of all reimbursement charges due and owing the Village of Summit. Carried.
Discussion and action to increase Letter of Credit amount for Lake Country Village phase #4
MOTION: (Petronovich, Casterline) to approve a modification in the letter of credit for the Lake Country Village Subdivision, Phase #4, to convert from a Letter of $157,800.00 to a Letter of $475,217.54 based on the report of the Village Engineer and subject to receipt of the new Letter of Credit in the amount of $475,217.54. Carried.
Discussion and action on Letter of Credit reduction #5 for Interlaken Village
MOTION: (Casterline, Petronovich) to approve a fifth reduction in the letter of credit for the Interlaken Village Subdivision in the amount of $20,000.00, based on the report of the Village Engineer and subject to payment of all reimbursement charges due and owing the Village of Summit. Carried
Discussion and action on second reduction in the Cash Deposit for Jenkins Drive improvements
MOTION: (Arenz, Wentland) to approve a second reduction in the Cash Deposit for the Hahn property on Jenkins Drive in the amount of $2,825.00, based on the report of the Village Engineer and subject to payment of all reimbursement charges due and owing the Village of Summit.
Trustee Arenz asked about how this process is working because it is new to us. Administrator Michael stated the Village has to issue a check each time it is reduced. She might have more feedback after the 2019 audit is completed.
Carried
Update on Letter of Map Revision application for Lower Genesee Lake and Middle Genesee Lake
Mike Court, SEH Engineer gave an update – close to approval process, went through preliminary process for the modification to the outflow structure, it was modified and then we needed to file the LOMR. Changes to staff at FEMA have caused additional questions and work to complete the process. This should be able to be completed in the next couple weeks. Trustee Arenz stated that if we get this completed in the next couple of weeks would like this on the agenda for January. Wants to make the property residents aware of this during the process.
Discussion and action on modified Agreement for Services with S.E.H. Engineers for Letter of Map Revision on Lower and Upper Nemahbin Lake resulting from modifications to the Sawyer Road wier Mike Court, SEH Engineer stated there was a proposal for LOMR after the weir modifications. MOTION: (Wentland, Arenz) to approve the November 21, 2019 revised Agreement with S.E.H. for the
LOMR Submittal for Bark River weir modification/CTH P – Bridge Project. Carried
Discussion and action on extraterritorial review for Town of Delafield Certified Survey Map for Scott Flaugher property (DELT 0842.999.002 & 0842.999.003)
MOTION: (Petronovich, Wentland) to approve to waive extra-territorial jurisdiction on the Certified Survey Map for Scott Flaugher property. Carried
Update on Zoning Violation at 109 S Regency Circle
Planner Elling reported that Nick Faccidomo received his building permit to revise the garage and he has until March 1, 2020 to complete the project.
WESTERN LAKES FIRE DISTRICT
Monthly Report
No representative or report provided.
HIGHWAY DEPARTMENT
Monthly Report
Lead Person Miller reviewed monthly report (on file). Surface was put on roads in Newbridge and cement truck dumped a yard of concrete along the curb and it hardened on the Village Road. Mr. Miller was able to get the concrete hauler to clean it up. LRIP funds – the Village was selected and will receive $25,261 for Waterville Ridge overlay in 2020.
Trustee Petronovich stated he has been here only two years and Bill has been here for 34 years and he has seen all the good that Bill does for the Village and commends Bill on all he does to save money for the Village. The room gave Bill a standing ovation.
POLICE DEPARTMENT
Monthly report
Chief Hartert reviewed the monthly report (on file).
Discussion and action on proposal for installation of signage regarding discharge of firearms in a recorded, developed subdivision- Ravinia Park
Chief stated we have received complaints in this area and education of people using the Bark River will be proactive. Chief is happy to coordinate location of signage with the Ravinia Park homeowners
MOTION: (Casterline, Wentland) to approve the posting of signage Prohibiting the Use of Firearms in the area of the Ravinia Park Subdivision. The exact placement of the signs will be determined by the Police Department and the DNR and property owners. Carried.
Discussion and action to designate $250 of donated funds towards purchase of flammable liquids storage cabinet
Chief Hartert reported that a resident of Village of Dousman, who wants to remain anonymous, donated $250 with a note to use the money for safety purchases.
MOTION: (Petronovich, Casterline) to approve the designation of $250 in donated funds towards the purchase of a flammable liquids storage cabinet.
Trustee Arenz stated he would like to know the location of the cabinet once it is placed within the building. Carried.
Discussion and action on Police Contract amendment
Chief Hartert stated we discussed changing to 24 pay dates and the membership has agreed to change to 24 equal pay periods and a MOU to state that every time an employee works out 10 hours they get 1⁄2 hour of compensatory time off. Physical contract is being drafted by the union and can get signed
MOTION: (Arenz, Casterline) to authorize signature by President Riley if the contract is presented in the intent approved here. Carried.
Update on Lake Country Municipal Court new facilities
Chief Hartert stated there are excess funds in the 2019 budget as we move forward in 2020 and there is higher cost to rent, there will be further expenditures and he will address in 2020 on how that will be handled. The way the court is funded is when we write a ticket for $124, $33 of that goes to the court to fund the court to pay for everything and up to this point the court has been self-sustaining. That $33 cannot be raised as it is a state maximum amount. Additional costs may be incurred to the municipalities after the court moves into the new building because the rent will be higher.
ADMINISTRATOR
Discussion and action on change to Village of Summit Employee Handbook language related to Payday section
Administrator Michael explained that there is a section in the handbook that states that payday is every other Thursday so that will need to be updated to reflect the change to 24 pay dates as affirmed by the Police Association.
MOTION: (Arenz, Petronovich) to update the language to Page 9 related to Payday as follows: Payday is semi-monthly on the 5th and 20th of the month for the preceding 1st through the 15th and 16th through the end of the month. If the 5th or 20th should fall on a holiday or weekend, paychecks will be deposited the business
day prior. Village payroll is deposited electronically and paycheck information is sent via email. Village employeesareaskedtoprovidenecessaryinformationtosetupandmaintaindirectdeposit. Carried.
VILLAGE BOARD
Discussion and action on appointment of election inspectors for the 2020 – 2021 term
MOTION: (Arenz, Casterline) to appoint the list below as recommended by Village Clerk as election officials and/or Special Voting Deputies for the Village of Summit for a two-year term to end December 31, 2021. Carried. Wentland abstained.
Discussion and action approval of correspondence to be sent to Sugar Island property owners
MOTION: (Casterline, Wentland) to approve the correspondence dated December 13, 2019 and direct staff
to send to Sugar Island property owners by certified mail on December 13, 2019. Carried. Discussion and action on the 2020 Professional Services agreement from Village Engineer, S.E.H.
MOTION: (Wentland, Petronovich) to approve the 2020 Service Agreement for the village engineering services with S.E.H. Carried.
Discussion and action on exception to Hiring of Immediate Relatives section of the Village of Summit Employee Handbook – related to Temporary part-time Public Works employee
Trustee Petronovich stated we don’t have anybody to plow the park n ride and the village hall because it has to be done so early in the morning. Snow blowing, backhoe and lot. Jared Beauchamp has a retired father in law that is interested in providing this service for the Village.
Trustee Arenz questioned if we advertised for part time position? Trustee Petronovich stated no we haven’t done that and it costs money to put an ad in the paper. Jared has his father in law that is willing to do that. Unfortunately there is a policy against hiring family members unless the board approves that.
President Riley stated it isn’t a good practice in general and the policy states “if the Village Board makes an exception to this policy and an immediate relative is hired, the employee may not directly supervise a member of his or her own immediate family”. If they are in the same department and one person is full-time and one is part-time that would be the situation.
Trustee Petronovich stated it’s only 30 hours, not like it is a lot of work or that he is full time.
Trustee Arenz stated we could contract somebody to do that and there would be an arm’s length transaction and there is a reason why we have a policy. There are a number of people within our community that plow snow, we had looked at that to mow grass in the past. He struggles with changing the policy without even trying other options.
President Riley, stated we can advertise and if we don’t get anybody we can contract for short term. It is just a recipe for problems to have relatives working closely together in the same department.
MOTION: (Arenz, Wentland) to deny an exception to Hiring of Immediate Relatives section of the Village of Summit Employee Handbook – related to Temporary part-time Public Works Employee.
Trustee Casterline stated that the City of Oconomowoc did a market study on their employees. Trustee Arenz stated we are talking about two different things.
Carried. Petronovich opposed.
Discussion and action on hiring Temporary part-time Public Works employee
MOTION: (Riley) to advertise for a part-time temporary employee to remove snow from park n ride and parking lot at $20 per hour.
AMENDED MOTION: (Riley, Arenz) to advertise for a part-time temporary employee at $20 per hour. Carried.
Discussion and action on plan for administration/supervision of Public Works Department
Trustee Petronovich stated he understands Bill is leaving and we need to find a supervisor and would like to move Jared into lead man role and the trouble is that everybody wants to have a boss over him and that would be nice but there’s a lot of issues with that. First thing to determine is who is going to be in charge, Planner, Administrator, Police Chief. Right now Sarah is going to figure out a plan that we can adhere to with Bill’s organization and have access to his records, files. What is the board’s feeling on DPW.
President Riley stated we met last week and he thought the plan was that we would hire Silas as full-time employee so we were covered for plowing and Sarah would help with administrative stuff because she was willing to expand capabilities to include grant writing, paperwork, etc. Chief was willing to help with leadership as far as policies, procedures, training and operations of the department. It was discussed that they would be looking at next year to hire a Director and increase the scope of duties, including engineering and utility district functions. He questioned what has changed from that discussion.
Trustee Petronovich stated it is going to be expensive to do that and not sure if there will be a lot of work for that person that we would hire. Trustee Arenz gave several examples of things that that person could be responsible for doing. Trustee Arenz stated we need a manager. Trustee Petronovich stated that is what he brought up and thinks Jared would do a great job out there with the tasks along and Sarah would take over a lot of the book work end of it. Can’t see another full-time person in that position right now.
Chief Hartert stated he has another alternative, he was approached at the Dousman Board meeting on Monday night that there is a retired Waukesha County Highway supervisor that would be willing to come work part-time, no benefits, to direct the DPW, get them on the correct path, could mentor someone, or just align things up in the department.
Trustee Petronovich thinks that would be a great idea, but he doesn’t know this person well enough to give a good opinion.
MOTION: (Arenz, Petronovich) to direct Village president and DPW Liaison to investigate bullet point 3 and how it fits into our immediate needs and future planning for the DPW.
Trustee Petronovich wants to know right now on the decision about Jared in the department. President Riley stated there has been no discussion or agreement amongst the board to elevate him in the position.
Trustee Petronovich doesn’t agree with that, there has to be a lead person.
Trustee Wentland agrees with leadership issue but doesn’t feel that should be discussed in this forum that it should be done in closed session.
There was additional discussion about support from SEH for the Paser Rating and annual mileage report filing and that they are willing to assist in any way that we would need them to.
Trustee Casterline stated it seems like we are trying to patch things together. President Riley stated he sees this as an interim fix and it will not be a long term solution.
Carried.
Discussion and action to set date and items for January regular Village Board meeting
January 9, 2020 possible agenda items: LOMR discussion if approved, winter event, website survey regarding Summit slogan.
Point of order
MOTION: (Wentland, Petronovich) 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 – staff evaluations of the individuals holding the following positions: Administrator-Clerk/Treasurer, Deputy Clerk/Deputy Treasurer, Deputy Clerk 2, Planner, Highway Lead Person, Highway Crew, Police Chief, Police Captain and Police Sergeant.
ROLL CALL VOTE: Trustee Wentland- aye, Trustee Casterline – aye, Trustee Petronovich – aye, President Riley – aye. Carried.
MOTION: (Arenz, Wentland) TO CONVENE INTO OPEN SESSION at 9:30 p.m. Carried. Discussion and action on 2020 salary schedule
MOTION: (Wentland, Arenz) to adopt as discussed and determined tonight. Carried. MOTION: (Petronovich, Casterline) to adjourn at 9:32 p.m. Carried.
https://summitvillage.org/wp-content/uploads/2020/01/Dec-12-VB.pdf
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