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June 11, 2003 Minutes of Town Board Work Meeting
Minutes of Town Board Work Meeting of June 11, 2003 The regular monthly Town Board Work meeting was held in the Town Hall after due notice had been posted. Chair Herman called the meeting to order at 7:00 p.m. PRESENT: ALSO PRESENT: Chair, Marvin Herman Clerk, Colleen Endisch Supervisor, Jack Fleming Treasurer, Shari Wisniewski Supervisor, Jay Goethal Attorney, Steve Wassel Supervisor, Richard Hummel Police Chief, Andy Mayer Supervisor, Larry Malsch Audience: Approximately 3 Chair Herman called roll and there was a quorum present for doing business. Comments and suggestions by citizens present: Mike Murphy-A + Antiques & Appraisals addressed the board regarding an On-site estate auction (South Shore Drive) he has been asked to bid on. He read that the Parking Ordinance eliminating street parking and was looking for the town to give him special relief for a day or two in July. He estimates that 100-200 people could be attending the auction and he would need an area for a loading zone for customers to pick-up large items. The property is on a small lot and has no parking. Mr. Murphy will let the Clerk know the tentative date of the auction. Supervisor Fleming suggested that Murphy run the auction during the week. Chair Herman will add this item to the Town Board agenda for discussion/action. Communication: Chair Herman addressed the Town Board regarding the members making themselves available for the July 5th Event at the park. Herman asked that the members contact Kim, Cory or Larry to schedule their time. OLD BUSINESS: None NEW BUSINESS: 1)Reports/discussion/agenda preparation from issues resulting from monthly Committee meetings. a)Administrative Committee Administrative Chair Fleming requested the Liquor License Renewals be added to the Town Board Agenda. Fleming addressed the issue of a part-time clerical and a planning commission secretary. Chair Herman asked the Board to consider hiring Sue Davenport at a rate of $ 12.00 per hour, and stated that she would be needed for approximately 10 hours per month. Ms. Davenport is employed full-time as a legal secretary for Steve Wassel, has twenty-two years of experience and comes highly recommended. Supervisor Fleming stated he would endorse the hiring and this will be added to the Town Board agenda for approval. Chair Herman asked Treasurer Wisniewski if the dollars from the Admin. Coordinator position could be moved to Office Clerical position. Treasurer Wisniewski stated that there is a line item on the budget for a Plan Commission Secretary, which is $ 0 for 2003 Budget. Chair Herman stated that the expense shouldn’t exceed $ 1,500 for the remainder of the year. Attorney Wassel asked if the ordinance for the position could be repealed and Chair Herman stated no. Treasurer Wisniewski asked if Ms. Davenport be hired on as an employee or an independent contractor, it was determined that she would be hired as an employee. Administrative Chair Fleming stated that Police Chief Mayer talked with Jenny Murray (Police Secretary) regarding the Deputy Clerk position. Jenny agreed that she could make herself available to sign any necessary documents in absence of the clerk. Clerk Endisch stated that she thought this was a great idea and could then bring in temporary clerical help to answer phones, etc. Endisch has had temporary help for the last three weeks and is not planning on having anyone next week to see what the impact is. She will make a determination after, hoping that the Town would need someone only on occasion not permanent. Fleming said the committee would act upon whatever decision was made. Chair Herman made the recommendation to take possible action to transfer funds from the Administrative Coordinator Salary to Plan Commission Secretary ($ 1,500) and the balance of the account to Office Clerical at the Town Board meeting. b)Economic Growth and Development Committee EGDC Chair Goethal stated the committee hadn’t organized yet, he is having difficulty getting potential members to commit. He has three committed members and plans on meeting in a couple of weeks. He will have something to report by next month’s work meeting. Goethal asked about the size of the committee budget and Treasurer Wisniewski stated that Jay would have to come before the Finance Committee with a proposal. c)Emergency Government Emergency Government Chair Fleming stated he was in the beginning process of a organizational meeting. Chair Herman stated he had binders with material for the committee and mentioned that storm sirens was an agenda item for the committee. Treasurer Wisniewski told Fleming that he should start thinking about a budget, getting it turned in and approved. Chair Herman would like to see budget worksheets by mid-next month. d)Finance Committee No Report e)Fire and Rescue Committee No Report f)Lake Committee Chair Herman discussed possible action for recommendation of appoint Jay Goethal as Chair and Bob Hamm as Co-chair for the Lake Committee. g)Park & Tourism Committee Park Committee Chair Malsch talked extensively about the July 4th celebration. The Committee appointed Kim & Cory to operate the games and be responsible for parking cars. Dick Brown generously donated a Kayak, which is going to be used as a drawn prize for a questionnaire (What would you like to see in the new Community Center?). Kim & Cory are also running a Kids Color Contest (What should the Community Center look like?). The Evens are thinking of giving each entrant a token and possibly some prize. Gary DeVries asked if the Evens were going to receive Boat Launch Fees on the July 4th Event. He stated last year they did collect fees and his concern was that we also paid them $ 1000 in lieu of not collecting. Treasurer Wisniewski stated that Cory hires a lot of extra people for that day that they need to pay. Attorney Wassel responded that Cory said he couldn’t collect for the day, not equipped to and if he is doing the opposite an adjustment should be made. Chair Herman stated there is considerable consternation regarding Cory, but added the Board was pleased overall with their performance. Gary DeVries expressed his concern regarding the restroom facilities and stated that last year the restrooms weren’t kept stocked with tissue, toweling, etc. He wanted to make sure that the Park Manager would address this, this year. Chair Herman asked DeVries if he brought up these issues at the Park Committee meeting, DeVries stated he hadn’t and Herman asked that he take up the issues with the Committee and the Evens. h)Plan Commission i)The Plan Commission is recommending the Town Engineer to reduce the Letter of Credit requirement for the High Point Subdivision development to $ 40,000. ii)The Plan Commission is recommending the Final Plat and Developers Agreement for High Point Subdivision Addition # 1 be approved. iii)The Plan Commission is recommending that the CSM for Snake Rd. LLC d/b/a/ Lake Shore Homes be approved. The property is on S. Shore Dr. SE ¼ Sec. 28 and NE ½ Sec. 23 T2N R16. i)Police Committee Police Chief Mayer reported the Wave Runner was delivered on Tuesday. Chief Mayer stated that the Department is running a computer system that hasn’t been upgraded since 1989 and they would soon need an upgrade to their “Copers Program”. He thought the cost was around $ 1,500. The Department will also need to install high speed internet access (Charter Cable) to complement the upgrade. j)Public Works i)Chair Herman state the Public Works Committee recommends to install lighting to illuminate Oxburg and Westshire Circle instersection with Town Hall Rd. at a cost of $ 710.05, to be paid from the Town contingency fund. Chair Herman will have a written agreement with Westshire Farms to pay for the cost of electricity to power the light. ii)Chair Herman brought forth a recommendation from the Public Works Committee to pay the invoice of American Signal Corp. for $ 828 for storm siren maintenance and charge the expense to the contingency fund. Supervisor Fleming recommended that in the future the Public Works department should install and that Tom Thiele could possibly look at different batteries. Treasurer Wisniewski asked that in the future that a charge like this would be approved prior to ordering, not after the fact. iii)Chair Herman informed the Board that some Westshire residents are asking about lowering the speed limit on Town Hall Road. Attorney Wassel stated that this issue was looked at before and the problem lies with DOT allowing only a 10 mile per hour speed variance and this change would be 20 mph. Chair Herman stated there would need to be a traffic density study done and Chief Mayer volunteered to do same. iv)Chair Herman informed the Board that B.R. Amon & Sons estimate the cost to pave Town Hall Road at $ 83,000 and Herman is going to ask Jim Wolfgram to get some bids to present to the board. Herman also stated the part of the Developers Agreement for Savannah Woods, would include a provision for road improvements, fire trucks, etc. v)Supervisor Fleming asked Chair Herman why we were spending $ 1400 to have our engineers looking at roads in the Highlands that we have no intention on taking responsibility for. Attorney Wassel responded that when the Highland’s attorney approached him regarding a possible negotiation he had a duty as the Town’s attorney to bring the negotiation to the Town. Supervisor Fleming asked that in the future when decisions are made by the Town Board that all members of the board be informed of any further negotiations. k)ETZ Committees None l)All other recommendations i)Attorney Wassel asked the Board Members their availability in late June to receive evidence in a potential Employee disciplinary action. There will be a three person board of Larry Malsch, Jack Fleming and Jay Goethal. The tentative date chose is June 30, 2003 at 6 p.m. Attorney Wassel will arrange for Court Reporter Laura Kolnik to attend. ii)Supervisor Malsch stated that a Committee of Residents has asked for a donation to Delavan Skate and Bike Park, to be located in the City of Delavan. Treasurer Wisniewski pointed out that in the past we would not support even the library for a donation. The Town’s philosophy has always been not to spend the taxpayer’s tax dollars to make a contribution to any entity. Supervisor Hummel stated this shouldn’t be a top priority of this board and Treasurer Wisniewski and Supervisor Fleming agreed. iii)Chair Herman stated the Town Engineer recommended the Town adopt Ordinance # 242 to enact a provision of Sec. 22.16 of the Municipal Code to provide for a $ 300 deposit for a Drainage Plan Review. This will be passed onto the Town Board agenda for discussion/resolution. iv)Chair Herman informed the Board that the Town’s Officer’s Liability Policy has been cancelled as of August 1, 2003. Attorney Wassel stated that the non-renewal was potentially based on the Finn claim and suggested that Chair Herman could file a claim with the Insurance Commissioner’s Office. He said that was a judgement call on Chair Herman’s part. Chair Herman stated he has been in contact with multiple insurance companies regarding enrollment. Chair Herman also informed the Board that our Property Insurance rates have increased from a premium of $ 6,375 to $ 9,393 a 47.2% increase. Clerk Endisch reported that to keep our premiums the same we would need to elect a $ 5,000 deductible vs the current of $ 500. Attorney Wassel recommended that Chair Herman contact the Towns Association for possible insurance vendors. v)Supervisor Goethal stated that the Town’s Web Site is operational (townofdelavan.com) and he would like to show it off at the Town Board meeting next week. We will be able to post Agendas, Approved Minutes and Notices on-line. Adjournment: Supervisor Malsch made a motion to adjourn at 9:50 p.m. with second from Supervisor Hummel and the motion passed unanimously. ATTEST: APPROVED: ______________________________ ______________________________