|VILLAGE OF DENMARK
VILLAGE BOARD OF TRUSTEES
NOVEMBER 7, 2013 MEETING MINUTES
President Gregory Mleziva called the meeting to order at 7:00 p.m. in the Village Hall at 118 E. Main St., Denmark, WI.
Trustees present: Shawn Brady, Laurel Towns, Brandon Wotachek, Steve Giese, Paul Hargarten and Milton Bielinski .
Officials/Staff present: Administrator J. Everett Mitchell, Clerk/Treasurer MiLissa Stipe, Engineer Craig Schuh (Ayres Associates) and Attorney Dennis Duffy.
Others present: Fran and Mary Pietsch, Gerald Steinberger, Lawrence Lacenski, Mike Albers, Mary Lax and Sam Hall, Special Legal Counsel.
REMARKS/COMMENTS FROM VILLAGE PRESIDENT
President Mleziva briefly reiterated the rules of an open meeting and cited the two (2) opportunities for either those pre-registered or anyone present to speak which are outlined in the agenda. He also explained why the scheduled Closed Session would take place early in the meeting process rather than at the end.
APPROVAL OF PREVIOUS BOARD MEETING MINUTES FROM OCTOBER 7, 2013
Motion made (Giese,Bielinski, ) to approve Board meeting Minutes of October 7, 2013 with change as brought up by President Mleziva. Voice vote (6-1 with Trustee Brady voting nay), motion carried.
APPROVAL OF BUDGET MEETING MINUTES FROM OCTOBER 16, 2013 AND OCTOBER 28, 2013
Motion made (Bielinski, Giese) to approve the Minutes of the 2014 Budget meeting held on October 16, 2013. Voice vote (7-0), motion carried.
Motion made (Bielinski, Giese) to approve the Minutes of the 2014 Budget meeting held on October 28, 2013. Voice vote (7-0), motion carried.
Lawrence Lacenski requested that the time period given for leaf pick-up be extended as not all of the leaves had fallen from the trees. After a brief discussion it was the general consensus of the Board to extend leaf pick-up by the Village crew another two (2) weeks if possible.
MOTION TO GO INTO CLOSED SESSION
Motion made (Giese, Towns) to go into Closed Session. Roll call vote (7-0), motion carried. The Board entered into Closed Session under the exception listed in Wisconsin State Statute 19.85(1)(g) for conferring with legal counsel of the Village of Denmark who is rendering oral or written advice concerning strategy to be adopted by the Village Board with respect to litigation in which it is or is likely to become involved to-wit: Kruczek Construction, Inc. and the Daybreak estates Road Project and the Hudson Insurance Company Performance Bond.
7:10 p.m. to 7:35 p.m.
ANY ACTION(S) ON MATTERS DISCUSSED IN CLOSED SESSION
BOARD CONSIDERATION/APPROVAL OF RESOLUTION 11-2013
Administrator Mitchell briefly discussed resolution 11-2013 Village Transfer and Carry-Over of All unpaid Special Assessments to the Tax Roll. Motion made (Brady, Wotachek) to approve Resolution 11-2013. Voice vote (7-0), motion carried.
BOARD CONSIDERATION/APPROVAL OF ORDINANCE 11-2013
Administrator Mitchell discussed Ordinance 11-2013 An Ordinance providing for the Direct Annexation of a Portion of the Town of New Denmark, Brown County, Wisconsin to the Village of Denmark, Brown County, Wisconsin. He stated that the total acreage of the annexation was 30.018 acres and that, in accordance with state law, the Village would pay to the Town of New Denmark five (5) years of property taxes on the property (which totals $249.00 annually) but that Village taxes on the property which would be zoned RD-1, Rural Residential would be considerably more than that amount. He was asked if the Township had any issues with the annexation and stated none to his knowledge. Motion made (Wotachek, Towns) to approve Ordinance 11-2013 with a few suggested format changes. Voice vote (7-0), motion carried.
BOARD CONSIDERATION/APPROVAL OF ORDINANCE 11A-2013
Administrator Mitchell discussed Ordinance 11A-2013 An Ordinance Amending Section 2.02(1) Meetings and Repealing and Recreating Section 2.05, Order of Business, (1) regular Meetings of the Municipal Code of the Village of Denmark. He cited that approval would establish the regular Board meeting commencement time at 7:00 p.m. and would establish a Consent Agenda (order of business)to include: approval of Village Board Minutes of preceding meeting(s); approval of any Minutes of preceding Committee meeting(s); Treasurer’s Monthly Report on revenues/expenditures; Monthly disbursements; and, Operator and all other miscellaneous licenses. There was a relatively brief general discussion concerning Operator and other miscellaneous licenses with the consensus being that this should be eliminated from the Consent Agenda and continue to be treated as a regular agenda item. Motion made (Brady, Bielinski) to approve Ordinance 11A-2013 with change as noted. Voice vote (6-1 with Hargarten voting nay), motion carried.
BOARD CONSIDERATION/APPROVAL OF AYRES & ASSOCIATES PROFESSIONAL SERVICES AGREEMENT
Engineer Schuh explained the Professional Services Agreement which would cover the 2014 Tax Incremental District Roadway Improvements portion. This was followed by a rather lengthy discussion about the amount of time needed by the engineer to bid out the project which was responded to by Engineer Schuh who explained that the time was needed to take care of the specifications, elevations, receive approval from the DNR for a storm water permit, etc. There was also discussion given to economy of scale if all four (4) road segments were approved that would reduce the total cost by $8,240.00 to $154,685.00. Motion made (Bielinski, Giese) to approve this Professional Services Agreement. Voice vote (6-1 with Hargarten voting nay), motion carried.
BOARD CONSIDERATION OF VILLAGE DISBURSEMENTS POLICY
President Mleziva discussed the need to create a policy or overview regarding disbursements. Administrator Mitchell, for the benefit of the Board, highlighted the Employee Purchasing/Procurement Agreement which had been in effect for a number of years which restricted employees to purchases of no more than $500.00 and the Village Administrator to $15,000.00. It was the consensus of the Board that inasmuch as there had never been any issues with employee purchases in the past that the Purchasing/Procurement Agreement remain in effect as is. Motion made (Brady, Wotachek) to keep the policy as is and place both it and the motion creating said Agreement as an addendum to the Personnel Manual. Voice vote (7-0), motion carried.
BOARD CONSIDERATION OF CURRENT CONTRACT BIDDING PROCESS
President Mleziva spoke briefly regarding this issue and the need to possibly revise or “tighten up” the process. Administrator Mitchell stated that, at present, projects over $25,000.00 would go out for competitive bid unless such issues as time constraints or the available market for bids precludes such and that bids under $25,000.00 would normally be reviewed by the Board. The process normally follows the state requirements for competitive bidding. There was a relatively long and detailed discussion regarding this with information being given out on the Village’s history with certain firms, examples when the Village has gone out for bids (auditor, assessor, etc.) and why the Village does not always award the lowest bidder. After said discussion it was the general consensus of the Board that upcoming contracts (when known in advance) should be noted in the Board meeting packets prior to award.
TREASURERS MONTHLY REPORT ON REVENUE/EXPENDITURES
Clerk/Treasurer Stipe briefly referenced the above and was requested to obtain additional, detailed information from AECOM on their recent bill. Trustee Bielinski asked a question regarding the Public works Department use of geomelt on sand and requested information regarding any other municipalities that use the product.
APPROVAL OF OPERATOR/MISCELLANEOUS LICENSES
Clerk/Treasurer Stipe presented requests for Operator’s licenses for Robin R. Shimanek and Deanna L. Peterman. Motion made (Brady, Towns) to approve both Operator licenses. Voice vote (7-0), motion carried.
Trustee Hargarten presented the following vouchers (38643 to 38707):
Storm Sewer $256.00
Total vouchers $142,056.52
Motion made (Hargarten, Giese) to approve the monthly disbursements. Voice vote (7-0), motion carried.
Trustee Giese presented the Law Enforcement Report citing the number of calls handled in October.
Trustee Brady presented the Water Report stating that a recent leak in the water tower had been fixed by Utility Service who is under contract to the Village for any such work involving the water tower.
Trustee Bielinski presented the Public Works Report specifically citing brush pick-up on November 14th, results to date of leaf pick-up totals and that work should be forthcoming regarding work to be done on water valves that may come into contact with snow truck blades. There was a brief discussion regarding ongoing vandalism at the restrooms at the Trailshead building and the need to look into acquiring/placing a camera there.
Trustee Towns presented the Parks and recreation Report citing that winterization had been completed.
Trustee Wotachek presented the Sewer Report specifically referencing the inspection that had recently been completed on the primary clarifier which showed that it was basically in good shape.
Trustee Brady presented the Water Report stating that the DNR Sanitary Survey had been completed and that, except for one (1) system deficiency, the report reported that everything was excellent. The one (1) deficiency involved the overflow pipe on the reservoir
It was also mentioned that the Board would like to see these Committee Reports presented to them earlier in order to have more time to review and study. They were informed that such reports would be included in their packets from this point.
REPORT OF PUBLIC OFFICIALS
Attorney Duffy made some general comments regarding productive, on course meetings.
Engineer Schuh stated that everything regarding the lift station was now completed.
Clerk/Treasurer Stipe briefly stated that this was the busy time of year with taxes, budget, mill rates, etc..
Administrator Mitchell informed the Board that Pam Watzka had been selected as the new Municipal Clerk of Courts. He also mentioned that preceding the next Board meeting on December 2nd that there would be a public hearing at 6:30 p.m. on the Planning Commission’s recent recommendation of a Conditional Use Permit. Finally he discussed the possibility of giving consideration to revising the Declaration of Restrictive Covenants for the Norse Business Park in order to allow smaller firms with 2-8 employees desirous of building on a 1 or 1 ½ acre lot the opportunity to locate in the Norse Business Park. He described it as “economic development by inches” but such development was of overall benefit to the Village in the long run. There was a relatively brief general discussion regarding this concept with Trustee Bielinski stating that the Village should plan any necessary pipe sizing for such development for the future.
Motion made (Giese, Brady) to adjourn. Voice vote (7-0), motion carried. The meeting was adjourned at 9:29 p.m.