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May 12, 2005 Minutes of Town Board Work Meeting
Minutes of Town Board Work Meeting of May 12, 2005 The regular monthly Town Board Work meeting was held in the Town Hall after due notice had been posted. Chair John Pelletier called the meeting to order at 7:00 p.m. PRESENT: ALSO PRESENT: Town Chair, John Pelletier Clerk, Colleen Endisch Supervisor, Richard Hummel Treasurer, Shari Wisniewski Supervisor, Dolores Nowak Police Chief, Andrew Mayer Supervisor, Wayne Polzin Fire Chief, Gerald Edwards Town Mechanic, Tom Thiele Excused: Supervisor, Larry Malsch Audience: 2 Chair, John Pelletier declared a quorum present for doing business. Communications: None Comment and Suggestions of citizens present. None Old Business: a.Discussion with Neal Frauenfelder, Senior Planner Walworth County Land Use and Resource Management Dept. regarding Smart Growth. Chair Pelletier gave a brief overview on background on how the Town has participated with the county regarding the Smart Growth Planning. Pelletier pointed out that the County had made application for a grant and were not successful and are going to reapply and are looking for the Towns to decide whether they still want to be part of the grant application. Chair Pelletier stated he invited Neal Frauenfelder, the senior planner for the Walworth County Land Use and Resource Management Dept. regarding Smart Growth to comment on this issue. Mr. Frauenfelder stated that Smart Growth is an important project and by 2010 all municipalities will need to adopt their own plans or partner with the county. The County is looking on strengthening their grant application for 2006 by having towns interested being a part of a completed public participation plan. Mr. Frauenfelder reported that Walworth County was 10th out of the 26 grant applications the last time they applied. He added that the Town had three options, which the County is looking for an answer for by June 1, 2005. The three options are: Town to proceed on its own and not included in 2006 Walworth County Grant application; Town to be included in grant application, but in the event the applications fails, does not wish to be included in a self-funded program; Town desire to be included in 1006 2006 Walworth County grant application and in the event it fails, to be included in a self-funded program that would begin in early 2006 and be funded over a three-year-period. The cost to the Town would be $ 9,500 for three years in chose option three and $7,000 if chose option two. Chair Pelletier commented he wasn’t sure the town could hire a consultant for $ 7,500. Attorney Wassel asked if the town contracts one way if they could change their option at a later date. Mr. Frauenfelder stated the town would need to sign a cooperative agreement prior to the grant application approximately one month prior to the grant application period. Mr. Frauenfelder reported that the state is talking about repealing this effort, which he believes at least 40% have already done work and bought in to and he feels that it is a little late to be pulling the plug. Chair Pelletier stated he would check with PDI for what they would charge the Town for creating a plan. b.Discussion with Vernon Choyce regarding status of proposed police station design and cost. Mr. Choyce shared plans with the board; showing a new building configuration of 4,300 ft structure, eliminating the garage and no basement, built on a slab on grade, dry-wall ceiling and reduced sized rooms which brings the cost down to amount approved. Mr. Choyce added that county variance approval had already been granted for setback from Town Hall Rd. Vernon added that the front entrance was kept intact, so that expansion in rear could occur if needed. Supervisor Hummel asked if a basement is the cheapest piece to build per sq. footage. Mr. Choyce responded not how this basement was going to be utilized, this would not have been a standard 8 foot residential foundation, and there were two sets of stairs, a fire corridor, elevator, handicapped accessible bathrooms with additional fixtures and 10 foot foundation walls. Attorney Wassel asked about the losing the garage; where the police station was still going to have their problems. Dolores Nowak asked if a garage could be added in the future and Mr. Choyce responded yes. Chief Mayer stated that they have no storage space in the new facility and he estimates the new plan would accommodate their needs for ten years. Chief Mayer added that the design of the building would allow expansion for a four car garage or an addition to the building, not both. Supervisor Nowak asked if expansion could go up and Mr. Choyce stated no, because of the roof configuration. Supervisor Polzin asked how far this building was from the lot line. Mr. Choyce responded that a variance has already been issued to allow for proper setbacks, etc. Supervisor Polzin stated he doesn’t see the urgency in this project, why everyone thinks it has to be built yesterday. Officer Voss stated that permits have been acquired, bids are ready to go out, and it is now in the latter part of the project. Voss added that waiting could affect the cost and it has been estimated that the project will take 120 days to complete and the project would be butting up to inclement weather. Supervisor Polzin asked how many officers are needed per capita. Chief Mayer responded the recommended staff is 1 officer for every 500 people. Chief Mayer requested the Board strongly look at this project as urgent, he added that operating as they are today presents a hazard to residents and his officers. Supervisor Polzin suggested the Town Board hold off and explore the possibility of a combined Town Hall and Police Dept. which could cut down on cost. He added there is a lot of approaches; the Town could follow what the DLSD did when they constructed their new building and work out of trailers for a year. Supervisor Polzin again stated that Town Hall needs to be expanded and there are other needs for the Town. Polzin added he has arranged a meeting with another firm on Tuesday to explore the cost and configuration of revamping the entire complex. Supervisor Nowak told Mr. Polzin that when the variance permit was acquired, County stated that if the Town properties were touched at all, the entire compound would need to be brought up to code. Chair Pelletier stated he wasn’t sure the Board was ready to take the Police Building to a vote, or if the board should look at a long range facility and step back to investigate that option. Attorney Wassel pointed out that if a Committee or two board members request an item to be placed on an agenda, the request should be honored. Mr. Choyce addressed the board stating that if the board needs any addition information regarding the building configuration, etc., he has all that available. Mr. Choyce added that multiple public hearings were held last year and all the information was given to the public and the board members at that time. Supervisor Polzin remarked that he felt the Town Board was rushing into this. Attorney Wassel replied that maybe the Board should postpone their action for one month, explore their options and hold a special town meeting to ask for more money. Chair Pelletier told Supervisor Polzin that he is way ahead of the rest of the board; he has covered a lot of ground by himself in the few days he is home. Supervisor Polzin responded that Chair Pelletier could join him in their meeting with the other contractor. Supervisor Nowak remarked that her intention was not to spend more money, but just to get an update on the project. Ms. Nowak added her concern is building for the future, ensuring that expansion is feasible. Mr. Choyce remarked that the site of current Town site would be mandated by the county to be brought up to code, with water retention ponds, entire area would need to be asphalt, etc. Supervisor Polzin remarked that Mr. Choyce had previously stated that the original plans were needed as everything in the one-million dollar project was mandatory for a Police Department. Mr. Choyce responded, that is not a true statement, that he included everything the Police Committee asked him to, based on their needs and yes some of the requirements were based on mandatory laws., i.e., handicapped accessibility, etc. New Business: Reports/discussion/agenda preparation from issues resulting from monthly Committee meetings. )aAdministrative Committee Supervisor Hummel stated the only agenda item was the “Class B”/Class “B” Liquor License for MattMillerTime (Hogan’s Goat), Matthew C. Miller-Agent, 2028 N. Shore Dr., Delavan WI.. )bEconomic Growth & Development Committee Supervisor Nowak stated her initial meeting with the Committee was for fact finding, bringing herself up to date on where the committee was on various endeavors, with a Town Calendar being their primary focus. )cEmergency Government No Meeting )dFinance Committee Chair Pelletier stated the committee had met with the Chiefs of Fire & Rescue regarding their financial controls associated with fund raising. The committee concluded that the tracking of raffle tickets by number was impractical and the method by which tickets are sold a distributed would make in unrealistic. It was determined that the way cash was taken in at the fund raisers could be controlled better and a method will be developed to increase the security of this function. Pelletier added that the Chiefs and Treasurer agreed to provide Treasurer Wisniewski with a monthly summary of revenues collected, disbursements made, a bank statement and reconciliation, copies of deposit tickets and invoice to support all checks written. )eFire & Rescue Committee Meeting was postponed. )fLake Committee Chair Pelletier reported the Lake Committee was going to meet again the following week to review engineering studies for all projects, get a handle on where each project is and determine how to proceed. g)Park & Tourism Supervisor Hummel stated the Park Committee had interviewed potential candidates for the Clean Boats/Clean Waters and have chosen the candidate they would like to hire. Hummel asked if this needed board approval. Supervisor Polzin asked if they did a background check. Hummel responded this is just a part-time position. It was determined that a background check would be done on the candidate, Steve Shoff. Chair Pelletier stated that the AdHoc Park Building Committee is meeting on May, 25th at 2:30 to explore options, etc. h)Plan Commission Chair Pelletier stated he had only one agenda item: 1.Discussion/possible action on recommendation of the Plan Commission to approve a CSM for Thomas George, Tax Key No. FSUB00002B & FA3525002. i)Police Committee Discussed previously. j)Public Works Committee Chair Pelletier reported that the highest bid for the 1993 Ford Basket Truck was from Alpha Equipment for $ 9,088. Chair Pelletier stated the Public Works Committee is recommending that Board approve the lowest bidder for 2005 Road Work, which is Amon and Sons for $ 102,900. The lowest price on the bid would need to be removed to keep the price within the $ 100,000 budget, Fox Lane would be removed. Chair Pelletier stated the Public Works Committee is recommending the Board approve the Burdick Trucking and Excavating for the 2005 road grading and graveling, $ 2,325.00 Chair Pelletier reported the Post Office has requested the three addressed in the town be changed, the three residents have been notified. These are all on Green Meadow; 2039 to 2011, 2040 to 2012 and 2041 to 2013. k)ETZ Committees No meeting l)All other recommendations Chair Pelletier stated he would be putting the appointment of consultants on the agenda for approval; this item had been tabled the previous month. Chair Pelletier thanked the Historical Committee for arranging the dedication of the Chairman Board. Chair Pelletier informed the Board that he has asked the Supervisor Polzin to help in the negotiations with DLSD on the Wetlands projects. Supervisor Polzin addressed the issue of who has authority to call the Town Attorney. Polzin stated he felt that one person, the Town Chair, should be the contract. Attorney Wassel responded that in prior years, to contact their office you needed permission from the Chair. He reported that currently he doesn’t see the privilege of using their office being abused. He has an open door policy. It was determined to provide each board member with the last six months Attorney bills, for their review, prior to action on this issue. Supervisor Polzin pointed out that Charter Towns Bill AB 266 will aid in stopping annexation for towns and is recommending each board member contact the State regarding this issue. Attorney Wassel added that in order to participate in this program, the town would need to have their own zoning authority. Chair Pelletier reported he received a letter from the Town of Richmond, resolving to stop this bill, they are not in favor. an Amendment to the Shoreland Ordinance (County). The Lake Committee supports this change. Chair Pelletier will recommend this change to the Board. Supervisor Polzin reported that DLSD is allowing Lake Lawn Lodge to harvest their own weeds. He added that Lake Lawn owns 9% of the frontage of Delavan Lake and he believes the City should be responsible for 9% of any cost of maintaining the lake. Chair Pelletier called for a short recess at 8:45 p.m. prior to the closed session portion of the meeting Supervisor Hummel made a motion to go into executive closed session under 19.85 (1) (e) to deliberate or negotiate the Police & Public Works contracts with a second from Supervisor Nowak and the motion carried unanimously. a. Discussion/possible action regarding issues discussed. Supervisor Hummel made a motion to continue closed session under 19.85 (1) (g) to confer with counsel re: litigation strategy on the State of Wisconsin issue, Chair Pelletier stated if there was no objection the motion would be carried unanimously. a.Discussion/possible action regarding issues discussed. Supervisor Hummel made a motion to continue closed session under 19.85 (1) (g) to confer with legal counsel concerning strategy to be adopted with respect to litigation – Animal Slurry with a second from Chair Pelletier and the motion carried unanimously. a.Discussion/possible action regarding issues discussed. Supervisor Hummel made a motion to go out of executive closed session with a second from Supervisor Nowak and the motion carried unanimously. Adjournment: Chair Pelletier made a motion to adjourn with a second from Supervisor Hummel and the motion carried unanimously. Chair Pelletier adjourned the meeting at 9:35 PM. ATTEST: APPROVED: _____________________________ ______________________________ Colleen Endisch, Town Clerk John Pelletier, Town Chair