Village of Newburg
Meeting of the Committee of the Whole
and Special Meeting of the Board of Trustees
January 23, 2020 at 7:00pm
Village Hall, 620 W. Main St. Newburg, Wisconsin

MINUTES

OPENING OF MEETING / CALL TO ORDER

ROLL CALL

President Rena Chesak – Present
Trustee Bill Sackett – Present
Trustee Amy Marquardt – Absent
Trustee Sarah Beimborn – Present
Trustee Lynn Burkard – Present
Trustee David DeLuka – Present
Trustee Sandy Stockhausen – Absent
TOTAL: 5 present, 2 absent.  A quorum was present. 

Also present:
Deanna Alexander serving as Administrator/Clerk/Treasurer
Mike Foeger serving as Police Chief
Nate Wendelborn serving as DPW Superintendent
Courtney Steger serving as Sanitary Sewer Assistant Superintendent

PLEDGE OF ALLEGIANCE

CORRECTION AND APPROVAL OF PAST MINUTES

Board of Trustees Meeting – January 9, 2020.
Motion by DeLuka to approve the 1/9/2020 minutes as presented; seconded by Sackett.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

PUBLIC FORUM

Members of the public are invited to address the Village Board regarding any topic of public concern. Those who wish to speak are asked to complete a written card to register with the clerk. The chairperson will then call on individuals to address the council from the front table in an orderly fashion for up to three minutes each.

No members of the public spoke at the public forum.

Motion by Sackett to close the public forum; seconded by
DeLuka.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

PRESENTATIONS

 1. Veterans’ Group – Offering diagrams of the proposed structure for sheltering the angel at Freedom Park, in coordination with the Board’s previous approval and direction to move forward in coordination with DPW.

There was no appearance by any member of the public or of the veterans’ group. Drawings were provided to trustees for review. The board took no further action on this informational item.

2. Stantec Consulting Services – Introductory presentation regarding services, including consideration of a proposal for consulting services and a needs analysis regarding building needs for DPW, Sanitary, and NPD.

Representatives from Stantec Consulting Services, Inc. presented a verbal informational report on their written generalized service proposal which includes a needs assessment and coordination plan for building options to meet departmental needs for PD, Sanitary Sewer, and DPW in a 2020 construction / repurposing project. The cost of the plan is $3,250.

Motion by DeLuka to layover the continued discussion to the next BOT meeting; seconded by Chesak.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

 

3. Elixir Creative LLC – Introductory presentation regarding services, including a proposal to provide a re-designed website at no cost to the village and other available web-hosting and graphic service options. Comparison and consideration of current service prices, recent unsolicited quotes, and alternative options.

Representatives from Elixir Creative, LLC presented a verbal informational report on their interest in designing the village’s website and presented a written brochure detailing other services the firm provides. The village administrator disclosed to the board a personal relationship and shared the legal opinion from counsel that she should refrain from the decision-making on using the firm; the decision must be left up to the board. The administrator also shared that the village’s website had been recently hacked and the current service provider was working on reconstituting service.

Motion by Chesak to allow Elixir Creative LLC to design a website for the village at no financial cost to the village in exchange for a work reference and the ability to use the website design as part of a professional portfolio of digital work, and to direct that the re-design shall not go live on the village’s domain until it is first viewed and approved by the board.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

COMMITTEE REPORTS AND ACTIONS

(Note: Item #7 – Sanitary, was taken out of order at this time in the agenda.)

4. Building Inspection / Zoning

(Mr. Walt Grotelueschen, Building Inspector)

General oral report providing updates on issues related to building inspections, permitting, and constructive repairs or developments within the village.

    • There is a red light flashing outside a bar on Main St. The owner has been contacted and intends to rewire or reset the light after winter when it is easier and safe to do so.
    • Mr. Kraft’s house is not yet complete, the rebuild is ongoing with contractor delays leaving the completion date unknown.
    • There is a woman requesting information about holding barn weddings and that will be an ongoing question for a while because current zoning doesn’t allow it.
    • Concerned about not having enough radios for emergency management purposes. The board discussed briefly with the building inspector and the police chief how radios are being upgraded. The chief reported that two new radios have been received so far. Board members discussed the possible need to reallocate funding from contingency to purchase additional radios in the future. No action was taken.

5. Law Enforcement

(Trustee Marquardt, Chair; with Police Chief Mike Foeger)

Oversee operation of the Police Department, except for disciplinary matters’ review state legislation’; review all license applications; recommend ordinance amendments; as prescribed in ordinance §31.04(3).

Consideration and possible action on license applications: New licenses to serve fermented malt beverages and intoxicating liquors.

Motion by DeLuka to approve Kelly Campbell, Mitchell Martell, and Alyssa Schmidt for the bartender licenses as applied for; and to approve Trisha Sizemore for the bartender license as applied for on the condition that she first provide evidence to the village of having paid her $439 fine to the state debt collection; seconded by Beimborn.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

6. Public Works

(President Chesak, Chair; with DPW Superintendent Nate Wendelborn)

Responsible for overseeing all public works projects, street maintenance, storm sewers, and maintenance of village parks; works with consultants regarding proposed capital improvements to this system; as prescribed in ordinance §31.04(2).

A resolution outlining CDL and training requirements for DPW personnel.

Resolution 2020-1 was presented in order to establish a policy that the DPW Superintendent shall require current and new employees to obtain a CDL within 90 days. The board discussed who pays for CDL training and certification and the administrator and DPW Superintendent stated that the village should pay for the training for current staff, and that for future staff it should be decided on a case-by-case basis. Trustees asked if all staff would be required and the Superintendent explained that the resolution allows for an exemption if both the Superintendent and the Administrator were to sign off on allowing it. An example for an exemption might be if a longstanding employee had a medical condition preventing getting a CDL. Resident, Mr. White, spoke to opine that if staff are trained they should have to pay the training funds back to the village if they do not stay employed long enough.

Motion by Sackett to adopt Resolution 2020-1 requiring DPW employees to have or obtain a CDL; seconded by Chesak.

Motion prevailed by a voice vote of 5-0-1-2 (Abstaining: Beimborn. Absent: Marquardt, Stockhausen).

 

 A resolution adopting a revised and renewed “10-year Pavement Improvement Plan” for the Village of Newburg.

Motion by Chesak laying the the “10-year Pavement Improvement Plan” over to the next BOT meeting, seconded by DeLuka.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

General oral report on committee matters.

The department and administrator shared information about the community center management including that it was discovered that persons otherwise unknown to have keys to the building are keyholders.

Motion by DeLuka directing the Administrator to retrieve any keys to government buildings found to be held by persons other than staff or Trustees, and to allow any Trustees currently holding keys to continue to for the duration of their service.

Motion prevailed by a voice vote of 5-0-1-2 (Abstaining: Burkard. Absent: Marquardt, Stockhausen).

(Note: Item #7 – Sanitary, was taken out of order during the meeting and discussed immediately before Item #4.)

7. Sanitary

(Trustee DeLuka, Chair; with Sanitary Superintendent Dean Groleau)

Operation and maintenance of the sewer collection and treatment system; works will village consultants in regard to proposed capital improvements to the system; makes periodic reviews of user regulations and service charges; reviews proposed extensions to the system; as prescribed in ordinance §31.04(4).

 

Proposals for Sanitary Sewer piping projects related to recently-discovered lateral lines coming from taxpayer properties and protruding into the main line.

From Visu-Sewer for project work to install approximately 419 linear feet of 10” National Liner at a cost of $18,541, plus a rate of $295 per hour for cutting deposits as needed. Plus any additional incidental costs as noted in attachments. This project was not included in the project narrative of the 2020 budget.

From Visu-Sewer for project work to clean and pressure grouse three sewer lateral connections at a cost of $335/hr (8-10 hours) and $12 per gallon (+/- 15 gallons), plus any additional incidental costs as noted in attachments. This project was not included in the project narrative of the 2020 budget.

Motion by Chesak to approve the quotes, contracts, the work to be done, and the future invoices to be paid for the Visu-Sewer project work for lining and grouting as described in the agenda items 7.1.1 and 7.1.2; seconded by Sackett.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

Motion by DeLuka to direct the Administrator to begin the necessary steps to start the special assessment process on the related properties for the laterals connected to the project area in order to offset some of the associated costs of the projects; seconded by Beimborn.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

Proposal from Total Energy Systems, LLC for a planned maintenance agreement spanning 5 years for the purpose of servicing the sanitary sewer generators.

Motion by Chesak to layover the planned maintenance agreement for Total Energy Systems to the next BOT meeting; seconded by Beimborn.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

8. Personnel and Finance

(Trustee Stockhausen, Chair; with Administrator Deanna Alexander)

Personnel matters involving full-time employees and part-time management staff, such as hiring, discipline, and firing as well as wages for all employees; shall assist in the development of the annual budget; as prescribed in ordinance §31.04(1).

Presentation of financial reports, bills, and claims.

2019 Year End Reports from Workhorse accounting software.

2020 Beginning Reports from Quickbooks accounting software.

Motion by Chesak authorize paying the bills as presented; seconded by Sackett.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

Consideration of bank account balances, cash flow expectations, and board direction for fund reserves.

Motion by Chesak to layover the consideration of bank account balance, cash flow expectations, and board direction for fund reserves to the next BOT meeting; seconded by DeLuka.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

Sanitary Bills – review of policies for sending dates and mailing. Discussion to determine potential ordinance change for future Board of Trustees meeting.

The administrator explained the history of timing of sending sanitary sewer bills to residents, also informed by Trustee DeLuka. The board discussed options for sending timelines and due dates. The administrator recommended a future due date of the last day of the month after the quarter ends. The board expressed preference for no change in the ordinances regarding due dates at this time, and advised sending out bills on the 15th day of the third month of each quarter, for that quarter’s service, and setting a due date of the 15th day of the following month. No formal action was taken.

 

Insurance policy renewals for 2020-2021 policy year.

Motion by Chesak to approve renewing the village’s insurance policies for the 2020-2021 policy year; seconded by DeLuka.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

OTHER ADMINISTRATIVE REPORTS AND ACTIONS

9. Update on publication of the Bridges village newsletter.

The administrator shared that the Bridges newsletter was in process and would begin delivery in the coming week, with Mr. Josh Strohmeyer delivering as previously directed by the board.

10. Request from the Newburg Fire Department to create policy requiring fire access boxes on the outside of business buildings.

The board discussed whether any policy or ordinance was required and decided that it is the property owners’ responsibility to think of protecting their property and that businesses shall not be forced by the village to put fire access boxes on the outside of business buildings. The board further decided that if it is something important to the fire department, which is a separate entity, then it can approach businesses owners to suggest the boxes. No formal action was taken.

11. Appointment of Election Inspectors (if necessary).

Motion by Chesak to aappoint Bonnie Becker, Bonnie Albrecht, Marjorie Pfeifer, and Diane Wermager as election inspectors for the 2020 election season; seconded by Sackett.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).

COMMISSION REPORTS AND ACTIONS

12. Parks Commission

(Trustee Burkard, Chair; with DPW Superintendent Nate Wendelborn)

Charged with developing plans for the acquisition, development, maintenance, and operations of the village parks and making recommendations to the Village Board regarding implementation of the same, as prescribed in ordinance §30.04(F)(2).

Report based actions from the January 14, 2020 Parks Commission Meeting.

Trustee Burkard reported that there is a desire for the new webpage to list the amenities available at each park; the future of the volleyball court’s location is still being considered by DPW; work is being done on an informational brochure about the parks; and the commission began a process of looking for contractors and quotes to potentially upgrade the community center with a full kitchen later in 2020.

13. Plan Commission

(President Chesak, Chair; with Administrator Deanna Alexander)

Powers and duties prescribed in Wis. Stats. §61.35.

 

Next potential Plan Commission Meeting is scheduled for February 6th.

The village has received two potential agenda items:

    • Mark & Sandy Falkner – Extension of a previously approved conditional use permit for continuous use of mini-storage facility located at 6725 Hickory Road.

Ms. Wermager spoke as a present member of the plan commission to explain that the conditional use permit was 3-years at first, then 5-years and that future approvals are dependent upon no resident complaints.

    • Crown Castle USA Inc. on behalf of Verizon Wireless – Eligible Facilities Request application to replace transmission equipment on a telecommunications tower located at 6699 Carmody Court.

There was no action taken.

ANNOUNCEMENTS

Training Reminder – 1/30/2020 Real Colors training.

REQUESTS FOR FUTURE AGENDA ITEMS

None.

ADJOURNMENT

Motion by Chesak to adjourn; seconded by Beimborn.

Motion prevailed by a voice vote of 5-0-2 (Absent: Marquardt, Stockhausen).