Village of Summit Village Board met Jan. 9.
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. 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 Crew Jared Beauchamp.
Chief Hartert provided a brief history and introduction of Full-Time Police Officer Carly Rawson. Administrator Michael administered the Oath of Office.
Chief Hartert provided a brief background regarding the current part-time Detective position and introduced Dana Hazelton as the new officer that will be taking over this position upon the retirement of Karl Zuberbier.
Chief Hartert presented two letters of commendation to Officers Dana Hazelton and Kyle Palm.
PUBLIC COMMENT
Nate Rice, 37803 Valley Road – invited the board and Chief, Henry and Debbie for a meeeting Thursday night next week regarding the Clean Water Association, there will be a discussion about invasive species and what can be done to prevent the spread of those species.
Ed Cohen, 1018 N Breens Bay Road – echo Mr. Rice’s comments about the Lake Country Clean Waters Association related to invasive species, Item 13.D. discussion related to piers and clearly the starry stonewart came into Lower Nemahbin at the public landing and if the Village is responsible for the Sugar Island landing or residents, that will be an area that starry stonewart will access the lake, suggests it be monitored. Item 13.B. related to return for fee reimbursement, if he had a project and he had to pay a fee to process that project, I assumed that work would be done if my project was withdrawn or refused. As a taxpayer, Mr. Kelenic shouldn’t be refunded money and hopes that is considered.
Doris Mc Millon, 37909 Valley Road – ditto to gentlemen that spoke about the fees and would like to hear what the fees are that they are deliberating.
Matt Schmitt, 37010 Serenity Lane – ditto to previous two speakers, there was quite a bit of time put into this project and assisting who might be a new business coming in to the Village and it is part of the cost of business. There is no value listed on the agenda so would be interested in hearing those amounts.
Brett Barg, 34621 Sugar Island Road – reporting that the Sugar Island owners have abided by the letter they received before the deadline and they are putting together a Homeowner’s Association next week that can work with the Board going forward.
President Riley ANNOUNCED EXECUTIVE SESSION stating that the Village Board may convene into Executive Session pursuant to: Section 19.85(1) (e) Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session: Review of the 2000 Cooperative Boundary Plan with City of Oconomowoc
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 December 12, 2019 regular meeting
B. December, 2019 payables
MOTION: (Wentland, Arenz) to approve the consent agenda with amendment to minutes as presented. Carried.
HIGHWAY DEPARTMENT
Discussion and action to accept the public improvements in Tree Ridge Subdivision and begin the one-year warranty period
Mike Court, SEH, stated the developer requested acceptance of the improvements for Newbridge Crossing, but as their review letter states, there are still punch list items to be completed so the recommendation is to not accept improvements at this time.
MOTION: (Petronovich, Casterline ) to decline partial acceptance of public improvements for the Newbridge Crossing development and defer any action until all punch list items have been rectified. Carried.
Discussion and action on a request from the City of Oconomowoc to consider a table-top pedestrian crossing at Mineral Springs Boulevard in Lake Country Village subdivision
MOTION: (Arenz, Petronovich) to decline the City’s request for a table-top trail crossing installation on Mineral Springs Boulevard. Carried. Riley opposed.
Monthly Report
DPW Crew Jared Beauchamp reviewed the report (on file).
PLAN COMMISSION
Discussion and action on a recommendation for rezoning 27.98 acres of land west and south of 2517 Dousman Road from A-1 Agricultural District to A-2 Agricultural District
Planner Elling presented background information related to recently approved property divisions. The parcel no longer includes 35 acres so the remaining 28 acres needs to be rezoned
MOTION: (Arenz, Casterline) to adopt the Ordinance to rezone 28 acres of land south and west of 2517 Dousman Road from A-1 Agricultural District to A-2 Agricultural District as recommended by the Village Plan Commission. Carried. Wentland recused.
Discussion and action on a Development Agreement with White Stone Community Church for improvements in the Emmaus Road right-of-way
Planner Elling provided background information related to the developer’s agreement, Certified Survey Map which includes conditions under which a new roadway will be built and accepted by the Village and dedicated as a public road.
MOTION: (Petronovich, Arenz) to approve the Emmaus Road Development Agreement subject to approval of the Village Attorney. Carried. Wentland recused.
PUBLIC COMMENT on request of Rogers Behavioral Health for Master Plan Amendment from Residential designation to Institutional designation for properties at 3620, 3630, and 3646 Sawyer Road and 3600 Hickory Lane
Planner Elling stated that the request from Roger’s relates to the properties along Sawyer Road and the Hickory Lane property which is the previous Dr. Malthrop’s property. These are all single family residential currently on the Master Plan. Roger’s is now the owner of the three properties along Sawyer Road and will incorporate those into the overall site/campus. This is the 1st time this has been on a Village Board agenda and this public comment opportunity is part of the Village’s adopted public participation plan.
Jack Collier, Roger’s Memorial Hospital, stated they appreciate the community support and there are a number of things they are trying to accomplish; changing access to the campus and have laid out a 5 year plan for operations but the three properties along Sawyer have no development plans at this time.
No Public Comment.
Discussion and action on Rogers Behavioral Health Inc. application for Master Plan Amendment from Residential designation to Institutional designation for properties at 3620, 3630, and 3646 Sawyer Road and 3600 Hickory Lane
MOTION: (Wentland, Arenz) to request the Plan Commission prepare a report and recommendation for the proposed Institutional land uses along Sawyer Road and Valley Road related to Rogers Behavioral Health Inc. Carried.
WESTERN LAKES FIRE DISTRICT
Monthly Report
Chief Bowen reviewed December report (on file). Carried.
POLICE DEPARTMENT
Monthly report
Chief Hartert reviewed the monthly report (on file).
Discussion and action on designation of a donation from Steven and Judith Copp toward the purchase of a ballistic shield ($1,600).
MOTION: (Arenz, Wentland) to accept the donation from Steven and Judith Copp of $1,600.00 in donated funds and to designate towards the purchase of a ballistic shield. Carried.
ADMINISTRATOR
Discussion and action on a Resolution approving the 2020 Lake Country Municipal Court Budget
Chief Hartert stated it was approved by the Village’s representative at a meeting, he is the representative.
MOTION: (Arenz, Petronovich) to approve Resolution #20-408 approving 2020 Lake Country Municipal Court Budget. Carried.
VILLAGE BOARD
Discussion and action on an Ordinance to detach 76 acres of land to the Village of Dousman
MOTION: (Arenz, Petronovich) to approve the Ordinance detaching approximately 76 acres of land at 37930 Sunset Drive to the Village of Dousman as required in the 2009 Boundary Agreement. Carried.
Discussion and action on appeal of Tom Kelenic for village professional fee reimbursement
MOTION: (Casterline, Petronovich) to reject the appeal of Tom Kelenic for village attorney, village engineer and village planner reimbursement charges.
Trustee Petronovich stated Tom Kelenic brought up his name as part of the discussion and Trustee Petronovich distributed a copy of the letter letter that he handed out to residents that would be interested in the topic, he did not knock on doors or talk to people, just let the note for htem. Mr. Kelenic wrote a nasty letter on what he thought Trustee Petronovich did, and he didn’t do what he said he did.
Trustee Arenz stated he can understand the question if somebody told us they were done and we don’t cease the services do we owe them money or not. He sees charges that occurred after the date that they said they were no longer moving forward. If we are charging somebody for something for services after they told us to stop, that’s wrong, if there are extenuating circumstances then staff needs to make the board aware of that and from a business practice that doesn’t seem to make sense.
Planner Elling stated there was a question raised in public comments and the amount of money that they are questioning is $6,318.00. Planner Elling stated we were notified on October 14 that they would be withdrawing their application, there are only three dates that occur after that and relate to the Village Attorney; charges from October 17, 18, 23, and 25.
Trustee Casterline stated so Mr. Kelenic was making phone calls and getting information from our attorney after that date that they withdrew their application. Planner Elling stated from what he understands from our Attorney that is correct.
Trustee Wentland stated he will vote against the motion because he thinks that while they haven’t determined the exact amounts, there are amounts that shouldn’t be charged and don’t involve their request. Nobody thinks it is a good idea to overcharge money for something that is not owed by the applicant. His suggestion is to wait until next month and get a complete accurate amount and he’d like to speak with Attorney Macy on some of the items he worked on.
There was discussion about who initiated calls to the Attorney and shouldn’t be a big hurry to make a decision but get more accurate information on what he owes. We have the chargeback ordinance in place so we can make it right and still be protected.
WITHDRAW MOTION: (Casterline, Petronovich).
MOTION: (Wentland, Arenz) to move that the bills for Mr. Kelenic and Diamond Club Entertainment be dealt with next month and that we have a conversation with Attorney Macy to determine what exactly the amount owed is.
President Riley stated he assumes John’s notes are more detailed then what was on the invoice.
Planner Elling wanted to be clear that we are only getting the additional detail on the items after October 14. Tim Neubert stopped in his office and sent an email to Henry on October 14 so that is the date they are using.
Carried.
Discussion and action on appeal of William Hahn for village professional fee reimbursement
Trustee Arenz stated Mr. Hahn put together a detailed chain of events and is questioning charges for items that had happened to our infrastructure and the utility district’s lack of detail for where the infrastructure was and doesn’t think it is his responsibility to fund the correction and envisions that to be the utility district’s issue. Trustee Arenz stated in general terms of having as builts, there have been issues in the other utility district as well. There is some set of precedent for what has happened. There is a request for a reduction and the way the chronological order that he laid out along with the charges that those should be the expense of the Summit Utility District #2.
President Riley stated he doesn’t disagree with what Trustee Arenz has stated but the administrative assistant charges that SEH bills for is not something that the Village can adjust, that would be a matter for Mr. Hahn to discuss and debate with SEH directly.
Administrator Michael explained how SEH invoices are laid out and it appears like things are being charged twice but they are not, they give a simple detail section and a more detailed section on their invoices.
Trustee Wentland added that you can’t ignore the long ordeal that this project has been suffering and it’s not all Mr. Hahn’s fault, some is the Village’s fault and some is the Engineer’s fault, it is not all Mr. Hahn’s. Trustee Wentland is ok with the request for reduction from Mr. Hahn.
MOTION: (Wentland, Petronovich) to agree with Mr. Hahn’s reduction in fees and adjust to $607.64 for village engineer reimbursement charges as requested and direct staff to pay the difference in those charges from the Summit Utility District #2 Maintenance of Mains account. Carried.
Report on Sugar Island activities per Village’s letter of direction regarding piers
Administrator Michael reported that the piers on the south end were removed prior to the deadline per the email and picture that was provided to the board in their packets. As reported during public comment, the residents are setting up a Homeowner’s Association and will be reaching out to the Village to work together on the rest of the pier matters.
Update on Genesee Lakes Letter of Map Revision
Planner Elling stated the information was presented to FEMA and we received notification that completes the information they need and they hope to complete their review by March, 2020. The map changes will affect 21 properties but the elevation will affect everybody on all of the lakes. 154,000,000 gallons went through the outflow pipe during 2019.
Discussion and action on appointing election inspectors for 2020-2021 term
MOTION: (Arenz, Casterline) to appoint the list provided and as recommended by the 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.
Discussion and action to appoint a Board Member to the Western Lakes Fire District
MOTION: (Arenz, Wentland) to table item 13G to next regular scheduled meeting. Carried.
Discussion and action on timeline of expectations related to Highway Department operations
Trustee Petronovich stated they have had several meetings and thinks right now the group is doing a great job, Sarah is stepping up to the plate and going through all the files from Bill’s office and organizing them and thinks this is working out really well and Jared has stepped up and is doing an excellent job.
President Riley stated we should have a special workshop to discuss the path moving forward.
Trustee Arenz asked if we could include that as part of the 2020 planning meeting.
Update on Winter 2021 planning for community event
Trustee Casterline stated there is interest in the community to bring residents together, so the Summit Image Group has met four times and are planning a Winter sledding party for January 30, 2021. This would be a family event and they are looking at setting up a bank account. Would like to include the Police and Fire Departments and possibly the DNR. The group would also like to consider an August 8, 2020 Summer event at the Village Park.
Trustee Wentland questioned where the funds would come from. Trustee Casterline stated they could come from donations of businesses and just want to be prepared.
President Riley stated Aurora has grant dollars in their Community Event group that you can apply for.
Discussion and action on conducting a survey regarding the Summit slogan campaign
Trustee Casterline provided an update, can use a Mailchimp survey and put out some information for a slogan/tagline on our website. City of Delafield has something on their website but did not make it as an official slogan but just an added update to the website.
President Riley stated if it’s an official slogan or motto that we would have to go through a different process. It would just be a phrase.
Will take advantage of Facebook page of the Police Department and Village Website and Village of Summit Residents Facebook page to promote these things.
Discussion and action to set date and items for February regular Village Board meeeting
February 13, 2020. Date for 2020 planning meeting and workshop to discuss DPW status, Atkins-Olson Park property status, appointment to WLFD board, Kelenic invoice, transparency of meeting posting, WLFD letter of Credit and contract agreements, cemetery sexton, signage for Genesee Lakes Isthmus, tour of Roger’s Memorial Hospital campus.
MOTION: (Wentland, Casterline) TO GO INTO EXECUTIVE SESSION, pursuant to Section 19.85(1) (e) Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session: Review of the 2000 Cooperative Boundary Plan with City of Oconomowoc
ROLL CALL VOTE: Trustee Wentland - aye, Trustee Casterline – aye, Trustee Petronovich – aye, Trustee Arenz - aye, President Riley – aye. Carried.
MOTION: (Casterline, Arenz) to adjourn at 8:38 p.m. Carried.
https://summitvillage.org/wp-content/uploads/2020/02/Jan-9-VB.pdf
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