Village of Newburg
Meeting of the Committee of the Whole
and Special Meeting of the Board of Trustees
June 25, 2020 at 7:00pm
Village Hall, 620 W. Main St. Newburg, Wisconsin

MINUTES

OPENING OF MEETING / CALL TO ORDER

ROLL CALL

President Dave DeLuka; present

Trustee Mike Enright; absent

Trustee Bill Sackett; present

Trustee Amy Marquardt; present

Trustee Lynn Burkard; absent

Trustee Brooke Stangel; absent

Trustee Sandy Stockhausen; present

Total: 4 present, 3 absent; a quorum was met.

PLEDGE OF ALLEGIANCE

CORRECTION AND APPROVAL OF PAST MINUTES

BOT Meeting – June 11, 2020

Motion by Sackett to approve the minutes as presented; seconded by Marquardt.

Motion prevailed by a voice vote of 4-0.

PUBLIC FORUM

No members of the public appeared to speak.

OLD BUSINESS

Stantec Consulting – Facility Needs Study Progress Update: Exploring building size, location, and floodplain constrictions.

This item was laid over at the June 11, 2020 BOT Meeting. Kevin Kimmes of Stantec appeared in person to present his findings regarding shore land and floodplain impacts at the DPW / Sanitary plant buildings, in particular regards to long-term planning for the site. He provided maps of the area that showed the floodway (100 year flood line) and the flood fringe (500 year flood line) in relation to the buildings. He advised that going forward the departments would need to plan to properly store certain materials as directed under state statutes 116.13 (5, 6, and 10), and provided additional references regarding the same. He also warned that if the village seeks to build at this site, all area would be within the flood fringe, and would require raising the new building at least 1 foot higher than for what the ground currently provides.

Through conversation with board members, general consensus was reached that the current building site is not a location that the village should seek to expand or build upon at this time, that the village should still seek to repair the door for the DPW building, and that the village should tentatively plan to build a new police garage at an alternative location, most likely being adjacent to Village Hall. Mr. Kimmes then confirmed that his next step under contract with the village would be to seek out at least 2-3 vendors to provide basic building information for examples prior to the village creating a bid process.

Mr. Kimmes reminded the board that the current contract with Stantec does not provide for the firm to manage the public bid and a decision would need to be made if village staff will be managing it, or if the village seeks Stantec’s assistance. Timeline regarding building the structure was also discussed and the possibility of contractors being busy due to the booming construction economy is a reality that may push the project into winter, but recognizing that winter construction may also allow for more competitive bids.

COMMITTEE REPORTS AND ACTIONS

Building Inspection / Zoning / Emergency Management.

(Mr. Walt Grotelueschen, Building Inspector/Zoning Admin./EM Director)

2.1 General oral report providing updates on issues related to building inspections, permitting, and emergency management planning in the village.

Mr. Grotelueschen discussed that he has been very busy this season and that tornado
sirens recently went off; the firemen didn’t hear it but it was blown for two minutes. He was asked if the practice is still like years long ago, when there is a second siren to let people know that it is safe to come out of shelter; he responded that it is not done that way anymore because it was too confusing for people and any siren today means to take cover.

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).

Quarterly report on police operations and general oral report.

Chief Foeger provided the Law Enforcement Quarterly Report for 2020 January – March. Amongst other details, it showed 8 calls for service for concerns such as a car crash with a deer, family trouble, a vehicle lockout, burglary, and harassment. This compares to 22 calls for the same period in 2019; the difference of which might be partially explained by the COVID shut-down in March 2020, and having a 20-hour per week officer on staff in 2019 that is not on staff in 2020. In these three months of 2019, officers worked 566 hours, and in 2020 worked 440 hours.

Recommendations on 2020/2021 licensing:

“Class B” Liquor & Class “B” Beer Licenses

Cork N’ Barrel, LLC Nicklas Kertscher, Agent

Newburg Brewery Mary Preschat, Owner

Newburg Sportsmen, Inc. Michael Boldt, Agent

NoNo’s Supper Club Kevin Rogowski, Owner

Parkside Inn Sandra Webb, Owner

Simple Tim’s Timothy Casper, Owner

Speakeasy LLC Curt Lewin, Agent

“Class A” Liquor & Class “A” Beer

Casey’s General Store Heidi Marcyes, Agent

Class “B” Beer

Newburg Fire Department Paul Fahey, Agent (Hamburger Stand)

Temporary Class “B” / “Class B” Retailer’s License

Newburg Fire Department Paul Fahey, Agent (Bingo)

Newburg Fire Department Paul Fahey, Agent (Picnic in 2021)

Newburg Lions Club Craig Wermager, Agent (Car Show)

Cigarette and Tobacco Retail License

Casey’s General Store Heidi Marcyes, Agent

Speakeasy LLC Curt Lewin, Agent

Cork N’ Barrel, LLC Nicklas Kertscher, Agent

Bartender – New / Renewal

Tamarra Dorsey

Donna Faber

Dawn Kelly

Amanda Klein

Aaron Walsh

Nicole Ansay

Kevin Banaszak

Robert Banaszak

Charmaine Bancroft

John Beimborn

Toni Boldt

Kelly Campbell

Teresa Chesak

Carol DeVilbiss

Kyle Dowe

Robyn Erickson

Anthony Fischer

Cody Frankovis

Devin Frankovis

Holly Gerner

Marcia Hansen

Dale Hartmann

Richard Jeranek

Craig Kaminski

Wendy Kudek

Deanna LaBonte

Heather Mack

Kristyn Ostrowski

Tracy Preschat

Patricia Prochazka

Michelle Rogowski

Gary Sargent

Joshua Siefken

Jeffrey Tryba

Christine Verbanac

Kevin Wilde

Wendye Girard

Brooke Carter

Susan Howell

Carissa Kunda

Marlene Heimsch

Brandon Pettit

Katrina Trottier

Seth Sullivan

Diane Soehner

Chief Foeger confirmed that all applicants listed on the agenda had complete and approved background checks by the start of the meeting and recommended each for approval. Trustees asked how long it takes for the NPD to process so many applications and Chief Foeger responded that it would be at least 3-4 hours of his and staff administrative time to process and review background checks.

Motion by Marquardt to approve all licenses listed, including those that had been listed as pending at the time of agenda publication; seconded by Sackett.

Motion prevailed by a roll call vote: 3-0-1.

Aye: DeLuka, Marquardt, Sackett.

Abstaining: Stockhausen.

Note: Item 6.4 regarding ProPhoenix was taken out of order at this time.

Public Works. (Trustee Stangel, 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).

General oral report on DPW operations specific to Parks, in coordination with Parks Commission Chair Mike Enright.

Mr. Wendelborn reported actions of the Parks Commission regarding growing out the grass for all courts at Dr. Weber Park; all signs for parks have been posted; all but one dead tree is removed at Dr. Weber Park and the remaining tree is slated for removal as soon as possible; Rivers Edge put a lot of man hours into the river edge at Falkner Park and recommends a controlled burn every other year, and planting of more colorful milkweed in the future.

General oral report on all other DPW operations, including hours of operation for chipping.

Mr. Wendelborn reported that DPW has completed line painting in the village; the ditch on Congress / Old Pit Rd, still has water in it and DPW is monitoring levels in the pond; Parking at NoNo’s is being done by Ozaukee County in the next few weeks for a lower price that we could previously obtain, but it includes DPW doing some of the gravel prep work. Mack Paving had previously quoted the job but withdrew its quote through communications with Mr. Paul White.

For brush pickup, residents are now getting a gat on their brush if it is not being picked up so the tag will indicate the reason. The current and ongoing brush policy remains as it always has: 3rd Saturday of the month in April through October, beginning at 7am and generally wrapping up by noon. The DPW may begin brush pick up a day earlier if staff sees that the brush is out and there is bad weather expected, but this does not mean any houses will be skipped. Brush can be brought to the DPW, but because the chipper is out with the crew on the 3rd Saturday of the month, it should be brought on the 2nd or 4th Saturday of the month during recycling days, or an appointment should be made by contacting the DPW.

Trustees asked for details about the Mack Paving quote being cancelled. Ms. Alexander explained how Mr. White had aired his grievances with village employees by calling them names on social media and how she had respectfully intervened and invited him to contact her with questions; he then contacted the DPW to withdraw from bidding based on what he stated was “politics” in the village. Trustees expressed concern with Mr. White’s actions toward staff and asked for administrative action through the below motion:

Motion by Stockhausen to direct the Administrator to write a formal letter to Mack paving describing the ongoing issue that the village has experienced with Mr. White, explaining the recent situation with the retraction of the paving quote, and requesting that for all future business contacts the company makes with the Village of Newburg, the company utilize someone other than Mr. White; seconded by Sackett.

Motion prevailed by a voice vote of 4-0.

Sanitary Sewer. (Trustee Sackett, Chair; with Sanitary Super. Courtney Steger’s designee Nate Wendelborn)

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).

General oral report on Sanitary Sewer operations.

Trustee Sackett shared that he has had a full tour of the wastewater treatement plant and that he highly recommends that other members not familiar with its operations meet with Mr. Wendelborn to receive a tour.

Mr. Wendelborn shared that the CMR was submitted, the May DMR was okay with no exceedences and the June DMR data to date also has no exceedences. The plant is continuing to see an increase in grease. The board discussed whether part of the grease could be due to Casey’s reopening, but President DeLuka cited that the business no longer serves fried chicken and has converted to pizza and sandwhiches, so grease may not be coming from that location. It was noted that the increase in grease may be due to more people staying home due to COVID-19, and that businesses may be selling more food than normal.

Mr. Wendelborn confirmed that this year the north 1/3 of the village is televised, and the south 1/3 is cleaned. Speedy clean continues to be about half the price of Visi-sewer.

Personnel and Finance. (President DeLuka, Chair; with Administrator/Treasurer 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).

Personnel options for staffing the DPW and Sanitary departments in the long-term through ongoing transitions.

Ms. Alexander provided a verbal report and written summary rejecting options for hiring a new Sanitary Superintendent at this time or sub-contracting out to a specialty temp agency for staff. Instead, she recommended hiring a part-time staff person that could be cross-trained to aid both departments as needed, in an assistant-type role. It was noted that no board action is necessary unless the board wishes to go a different direction. Board members discussed and agreed that the option proposed was the most efficient and economical and in the best interest of the village’s long term personnel planning goals.

Administrator’s proposed updates to Employee Handbook.

Ms. Alexander and President DeLuka discussed reviewing the handbook in August instead, prior to the meeting; at the meeting President DeLuka eliminated discussion from the agenda without objection.

Presentation of financial reports, bills, and claims through May 2020.

Ms. Alexander presented financial reports including:

Balance Sheet – General Fund – May 31, 2020

Balance Sheet – Sanitary Fund – May 31, 2020

Profit & Loss – General Fund – YTD – By month, and Budget vs. Actual

Profit & Loss – Sanitary Fund – YTD – By month, and Budget vs. Actual

Payroll Summary – all funds

Payroll Item Detail – all funds

Transaction List by Vender – all funds

Unpaid Bills Detail – all funds

Trustees asked for clarity regarding grants received and Ms. Alexander provided details regarding the law enforcement grant and the state grant for the 2019 flood losses. Trustees asked for clarity regarding supplies for village hall being an expense nearly at the annual budgeted amount and Ms. Alexander explained how limited information was available at the time of budgeting and that it was under-budgeted in the 2020 plan, largely due to having two separate bills for photocopier leasing and photocopier usage, which were not recognized as two separate expenses in old recordkeeping; she stated that she would likely be coming to the board for a funds transfer request in this area at a future meeting. Trustees also asked why debt service payments would show being at high levels YTD compared to budget with several months of the year left to go; Ms. Alexander explained that she had paid off all of the village’s loans off early in the year and that no further payments would be required, saving the village the interest expenses during a time when cash is available and expected interest earnings will be low on reserves.

Motion by Sackett to approve the financial reports as presented; seconded by DeLuka.

Motion prevailed by a voice vote of 4-0.

Update on negotiations for Prophoenix computer software requested by NPD at the May 28, 2020 COW meeting.

Note: Item 6.4 was taken out of order at the end of Item 3.

Chief Foeger and Ms. Alexander reported to the board the results of the conversations with ProPhoenix regarding computer software previously requested in the 2020 budget and in May 2020: the company is unable to reduce its pricing any further, and unable to accept payments over a 3-year period, but is willing to accept payments over a 2-year period and the village may determine the percentage allocation between the two budget years. Chief Foeger reiterated that the village is the last remaining municipality without the software and that while it is expensive, it will help his department gain efficiencies and reduce its daily reliance on the sheriff’s department for information.

Ms. Alexander reminded the board that this expense was originally budgeted for in the 2020 recommended budget, and that the board had amended the budget to remove the expense. If the board authorizes moving forward with the expense, she will need to plan to return to the board at a later date, likely the July COW meeting, to request a fund transfer from the contingency account to accommodate the unbudgeted expense.

Motion by DeLuka to accept the ProPhoenix cost proposal for $13,250 in software acquisition and training costs, plus future annual maintenance expenses, and to authorize a payment of 50% of in 2020 and 50% in 2021, recognizing the need for future usage of contingency funding; seconded by Marquardt.

Motion prevailed by a voice vote of 4-0.

Presentation of assessor’s quotes for future reassessments per request by DeLuka at the May 28, 2020 COW meeting.

Ms. Alexander provided a verbal report and written supplement, in coordination with President DeLuka to explain the options for having a re-assessment of village properties in a future budget year. The options included:

A full revaluation at a cost of $74 per improved parcel (410) = $30,340.

Walk-around revaluation at $46.25 per improved parcel (410) =$18,963.

Market update at $21.50 per improved parcel (410) = $8,815.

Trustees discussed the options but no action was taken. President DeLuka asked members to consider the options over the next two months and stated he would bring the item back for further consideration at the August meeting.

Community Center Commission. (Trustee Burkard, Chair; with Trustee Stockhausen, Member.)

The Community Center Commission consists of five members, of which two are trustees and three are citizens. It meets on the third Tuesday in the first month of each quarter. Relevant ordinances include: §32.04(G) – Shall develop recommendations for maintenance and future use planning of the community center, be responsible for planning events not otherwise taken up by village staff, and for coordinating volunteer activities necessary for the survival of the community center in the public interest.

Outcome of the Meet & Greet event on June 20, 2020.

Trustee Stockhausen shared that the Meet & Greet event lasted for several hours and went very well. Attendees discussed how to provide more visual information about the building and how to create buzz in the community about the center.

Notification of meeting schedule changes to weekly CCC meetings planned for Tuesdays at 7pm at the Community Center on the following dates:

June 30th, July 7th, July 14th, July 21st; plus

Possible extension for up to four weeks (July 28th, August 4th, [skipping August 11th due to Election Day], August 18th, and August 25th) if the Chair determines it necessary.

Motion by DeLuka to allow the CCC to meet on 6/30, 7/7, 7/14, and 7/21 of 2020, but requiring that the CCC Chair come back to a COW meeting to provide further information to the Board if additional meeting dates are requested thereafter; seconded by Marquardt.

Motion prevailed by a voice vote of 4-0.

Requesting clarification / asking questions about the Community Center’s 2020 Budget.

Trustee Burkard asked questions about the 2020 budget and Ms. Alexander responded to provide clarity, including that $5,000 was available for “programming,” per a budget amendment approved in the budget, and that any funds not utilized by the end of the year would lapse, due to the way that government accounting and budgeting works.

ANNOUNCEMENTS

Members are requested to have any agenda items for the next meeting early due to the holiday week. All submissions for the Bridges were originally requested to be in by June 27th and the absolute deadline is June 30th. The newsletter will be printed and distributed the second weekend in July.

ADJOURNMENT

Motion by Marquardt to adjourn; seconded by Stockhausen.

Motion prevailed by a voice vote of 4-0.