Village of Summit Village Board Met Oct. 8.
Here is the minutes provided by the board:
CALL TO ORDER
President Riley called to order the Summit Village Board meeting at 6:30 pm on Thursday, October 8, 2020 at the Summit Village Hall, 37100 Delafield Road, Summit, WI.
ROLL CALL AND CONFIRM POSTING
Clerk Michael took roll call and confirmed that the meeting notice was provided to the local media and posted on the Village posting board and website as required and requested. Trustees present were: Jim Petronovich, Sandy Casterline, Kraig Arenz, Sr., and Jeff Lee. Also present were: President Jack Riley, Administrator-Clerk/Treasurer Debbie Michael, Planner Henry Elling, Police Chief Mike Hartert, DPW Crew Jared Beauchamp and Fire Chief Brad Bowen.
PUBLIC COMMENT - none
Presentation to Officer Kevin Lynch in recognition of retirement from the Police Department Chief Hartert presented Officer Kevin Lynch with plaque for Distinguished Service Award.
Presentation of a Citizens Award by the Western Lakes Fire District
Chief Bowen asked to hold this over to November meeting.
President Riley ANNOUNCED EXECUTIVE SESSION, pursuant to Sections 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: Administrator-Clerk/Treasurer, Deputy Clerk/Deputy Treasurer, Planner, Highway Crew, Police Chief, Police Captain, Police Sergeant
And ANNOUNCED 2nd EXECUTIVE SESSION: The Village Board may convene into Executive Session pursuant to Section 19.85(1)(g) – Conferring with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved – Pennycuff property at 38532 Sunset Drive (SUMT 0702.999.001)
· Village attorney available by phone
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 September 10, 2020 regular meeting & September 8 Special meeting
B. September 2020 payables
C. Application for Operators’ License: Anna Grace Re & Jason Jeffrey Hoffstrom
D. 2021 Service Agreements with: Summit Utility District #2, Silver Lake Utility District, Summit Utility District #3, and Genesee Lakes Utility District
MOTION: (Casterline, Lee) to approve consent agenda as approved. Carried. MOTION: (Arenz, Lee) to suspend the rules and consider Agenda Item 14.A. next. Carried. Discussion and action on request to use Village Park by Silver Circle Sports Events
MOTION: (Arenz, Lee) to approve the use of the Village Park by Silver Circle Sports Events, LLC for races on December 5, 2020 and March 2, 2021. Carried.
PLAN COMMISSION
Discussion and action on a two-lot Certified Survey Map for property at 2700 Indian Mound Road
MOTION: (Casterline, Petronovich) to approve a Certified Survey Map to create two parcels at 2700 Indian Mound Road as recommended by the Plan Commission on September 1, 2020, with the following conditions:
A. SUBJECT TO APPROVALS FROM ALL OBJECTING AND APPROVING BODIES: The 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. SILVER LAKE UTILITY DISTRICT ASSESSMENT: The Petitioner shall pay the current special assessment for sanitary sewer in the Silver Lake Utility District, prior to approval of the final Certified Survey Map.
D. 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.
E. SIX MONTHS TO SATISFY CONDITIONS. The Petitioner shall satisfy all of the aforementioned conditions within six months of the Village Board granting conditional final approval of the CSM.
Carried.
Discussion and action on a three-lot Certified Survey Map for property at 200 South Dousman Road
MOTION: (Petronovich, Casterline) to approve a Certified Survey Map to create three parcels at 200 South Dousman Road as recommended by the Plan Commission on September 17 2020, 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. ACCESS RESTRICTIONS: No access for new lots #2 and #3 from Dousman Road.
C. 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.
D. 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.
E. SIX MONTHS TO SATISFY CONDITIONS. Subject to the Petitioner satisfying all of the aforementioned conditions within six months of the Village Board granting conditional final approval of the CSM.
Carried.
Discussion and action on an Extra-territorial Certified Survey Map for N4625 Indian Point Road in the Town of Sullivan, Jefferson County
MOTION: (Arenz, Petronovich) to notify Jefferson County of no objection to the proposed 3-lot Certified Survey Map for N4625 Indian Point Road. Carried.
Discussion and action on a Certified Survey Map to combine two properties at 36906 Lower Lake Road and adjacent lot
MOTION: (Petronovich, Casterline) to approve a Certified Survey Map to create two parcels at 36906 Lower Lake Road as recommended by the Plan Commission on September 17 2020, 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 request to amend the Village Master Plan for Summit Village Commons - specifically for a 40-unit condominium development on SUMT0661997
MOTION: (Casterline, Petronovich) to set a December 10 public hearing for a Master Plan Amendment for 3.899 acres at SUMT 0661.997 in the Summit Village Commons project, to change from NC Neighborhood Commercial to MF Multi-family Residential 10 dwelling units per acre density and request the Village Plan Commission prepare a recommendation.
Trustee Arenz stated Multi-family changed from 6 acres density to 10 acres and if we go down this path there would be others areas to consider as well, thinks this is too great a density of use for this area. If we change it here but we tell somebody else who requests that we could be accused of spot zoning.
Planner Elling stated under state statues that the Plan Commission votes in favor of the plan change and then the Village Board has to vote in favor. If the Plan Commission denies the change then it does not come back to the Village Board.
President Riley stated the Village Board recommends to the Plan Commission to set a public hearing.
Planner Elling said the public hearing is held by the Village Board for a master plan amendment.
President Riley asked how do we know the density, Planner Elling responded that the Master Plan has up to 10 acres.
Trustee Arenz stated if we are adding additional multi-family, this says the request is for 10. Change in usage and change in density.
President Riley if we do change it to multi-family we could still deny the specific plan. Trustee Arenz stated that on December 10 we would see a presentation for 10 units.
Trustee Casterline said we are looking at a specific 4 acres so it’s just related to this site.
Planner Elling brought up future land use plan map which shows this area as Mixed Use Commercial.
President Riley asked if the master plan changes from Neighborhood Commercial (which isn’t even a category on the Master Plan) to Multi-Family what affect would that have.
Planner Elling added that we haven’t adopted the Public Participation Plan yet. Notices will be sent out.
Carried 3 – 2 (Arenz, Lee opposed).
Discussion and action on $1,000 deposit for professional fees related to Master Plan Amendment application
Planner Elling stated we have had challenges in the past with these properties which are owned by the Bank, so Mr. James has provided a check for $1,000.
MOTION: (Casterline, Petronovich) to acknowledge the $1,000 deposit for professional service fees related to Condo Development Inc., Greg James President and direct staff to notify the Village Board and applicant if this amount decreases to less than $250.00 for additional payments. Carried.
Discussion and action on full release of the letter of credit for Lake Country Village – Phase 1
MOTION: (Arenz, Lee) to approve the release of the letter of credit for the Lake Country Village Subdivision Phase #1 in the amount of $19,299.00, based on the report of the Village Engineer and subject to payment of all reimbursement charges due and owing the Village of Summit. Carried.
PUBLIC WORKS DEPARTMENT
Monthly Report
DPW Crew Jared Beauchamp reviewed the monthly report (on file).
Discussion and action on hiring part-time seasonal employee for snow removal operations
MOTION: (Petronovich, Casterline) to hire Allen Bouton as a part-time seasonal employee at $19.00 per hour, with no benefits. Pay to include overtime at the rate of time and a half on Holidays and Sundays for the 2020/2021 snow removal operations. Carried.
POLICE DEPARTMENT
Monthly Report
Chief Hartert reviewed the monthly report (on file).
Discussion and action on Resolution to authorize bank account for Summit Police Memorial Fund
MOTION: (Arenz, Lee) to approve Resolution #20-421 authorizing bank account for Summit Police Memorial Fund. Carried.
Discussion and action on Resolution to authorize bank account for Battle of the Badges
MOTION: (Arenz, Casterline) to approve Resolution #20-422 authorizing bank account for Battle of the Badges. Carried.
WESTERN LAKES FIRE DISTRICT
Monthly Report
Chief Bowen reviewed the monthly report (on file).
VILLAGE BOARD
Discussion and action on October 22 special meeting with Village Plan Commission
Administrator Michael referenced the draft agenda included in the packet and asked for approval of same. President Riley directed preparation of agenda as proposed.
Discussion and action on donation of public pier from Sugar Island Homeowner’s Association
MOTION: (Arenz, Lee) to accept the donation of a 4’ x 24’ Mod-U-Dock launch pier located in Lower Nemahbin Lake at the east end of Sugar Island Road and valued at $2,697.48. Carried.
Discussion and action on return of unused funds from Cash Deposit of $10,000 from Sugar Island Homeowner’s Association
MOTION: (Arenz, Lee) to acknowledge DNR approval of a pier permit for the east end of Sugar Island Road dated September 23, 2020 and direct staff to reimburse the Sugar Island Homeowner’s Association $7,557.20 in remaining funds on this deposit. Carried.
Discussion and action on mechanical dredging project on Waterville Lake
Administrator Michael informed the board that this request has been withdrawn until the Homeowner’s Association comes up with an alternate plan.
Discussion and action on Public Works Director job description and job posting MOTION: (Arenz, Lee) to approve the amended job description as submitted and direct staff to Discussion and action on 2021 Operating & Capital Budgets
Administrator Michael reviewed the Levy Limit worksheet figures and there was discussion on the effect of short term borrowing on the overall budget and levy.
Direction was given to maximize the Village tax levy to the allowed net new construction increase and bring back for review at the special October 22 meeting.
Discussion and action to set a public hearing for the 2021 budget
MOTION: (Arenz, Casterline) to set the 2021 Village Budget Public Hearing for Thursday, November 12, 2020 at 6:30 p.m. Carried.
Discussion and action to set date and items for November regular Village Board meeting
Meeting date: November 12. Possible agenda items: modification to sex offender ordinance and map, County mutual aid agreement, citizen award for WLFD, corner of Hwy 67 and Delafield Road maintenance, emergency management plan.
MOTION: (Arenz, Lee) 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 employees listed above.
AND
MOTION TO GO INTO EXECUTIVE SESSION, pursuant to Section 19.85(1)(g) – Conferring with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved – Pennycuff property at 38532 Sunset Drive (SUMT 0702.999.001)
ROLL CALL VOTE
Trustee Petronovich – aye, Trustee Casterline – aye, Trustee Arenz – aye, Trustee Lee – aye, President Riley – aye. Carried.
The Board will return to open session following this discussion.
MOTION: (Lee, Arenz) to return to open session at 10:30 p.m. Carried. Discussion and action on 2021 salary schedule
MOTION: (Arenz, Sandy) to adopt the 2021 salary schedule as proposed tonight. Carried.
Discussion and action to authorize Village Attorney to begin long-form summons and complaint against owners of 38532 Sunset Drive
MOTION: (Lee, Casterline) to pursue legal action as directed by Village Attorney. Carried (Petronovich opposed).
ADJOURN VILLAGE BOARD MEETING
MOTION: (Petronovich, Lee) to adjourn at 10:34 p.m. Carried.
https://summitvillage.org/wp-content/uploads/2020/11/Oct-8-VB.pdf
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