MINUTES - SHOREWOOD BOARD OF TRUSTEES Special Village Board Meeting October 15, 2018

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1 MINUTES - SHOREWOOD BOARD OF TRUSTEES Special Village Board Meeting October 15, Call to Order President Rozek called the Special meeting of the Village Board to order at 6:05 p.m. in the Committee Room. 2. Statement of Public Notice Clerk Bruckman stated that the meeting had been posted and noticed according to law. 3. Roll Call President Rozek called the roll. Present: Trustees Davida Amenta, Jessica Carpenter, Michael Maher, Ann McKaig, Wesley Warren. Trustee Bockhorst was excused Others Present: Village Manager Rebecca Ewald, Assistant Village Manager Tyler Burkart, Finance Director /Treasurer Mark Emanuelson. 4. Closed Session the Village Board will adjourn into closed session pursuant to 19.85(1)(e) to deliberate or negotiate the purchasing of public property regarding the Village fire station. Tr. Amenta moved, seconded by Tr. Maher to adjourn into closed session pursuant to 19.85(1)(e) to deliberate or negotiate the purchasing of public property regarding the Village fire station at 6:08 p.m. Motion carried 6 0 by a roll call vote. Tr. Amenta moved, seconded by Tr. McKaig to reconvene into open session at 7:39 p.m. Motion carried 6 0 by a roll call vote. 5. Tr. Maher moved, seconded by Tr. Warren to adjourn the meeting. The Special Village Board Meeting adjourned at 7:39 p.m. MINUTES - SHOREWOOD BOARD OF TRUSTEES Village Board Meeting October 15, Call to Order President Rozek called the regular meeting of the Village Board to order at 7:47 p.m. in the Court Room. 2. Roll Call President Rozek called the roll. Present: Trustees Davida Amenta, Jessica Carpenter, Ann McKaig, Wesley Warren. Trustees Bockhorst and Maher were excused. 1

2 Others Present: Village Attorney Nathan Bayer, Village Manager Rebecca Ewald, Assistant Village Manger Tyler Burkart, Finance Director/Treasurer Mark Emanuelson, Department of Public Works Director Leeann Butschlick, Deputy Clerk/Customer Service Director Diane DeWindt-Hall, Police Chief Peter Nimmer. 3. State of Public Notice Clerk Bruckman stated that the meeting had been posted and noticed according to law. 4. Special Order of Business a. Consider Resolution In the Matter of Authorizing an Exception to the Levy Limits for Charges for the North Shore Fire Department Pursuant to 2005 Wisconsin Act 484. Chief Whitaker explained the Village does not utilize the State levy limit exception, the communities who do utilize the State levy limit need all seven communities in the North Shore Fire district to approve the resolution. Tr. Amenta moved, seconded by Tr. Warren to approve Resolution in the Matter of Authorizing an Exception to the Levy Limits for Charges for the North Shore Fire Department Pursuant to 2005 Wisconsin Act 484. Motion carried 5 0 by a roll Call Vote b. Consider Resolution Approving the Single or Multi-Year Capital Budget to Purchase a Water Tender & Two Ambulances for 2019, 2020, & 2021 and Agreement to Pay its Share of the Single or Multi-Year Capital Budget for 2019, 2020, & Chief Whitaker reviewed his memo. Since 2012 the Village Board has recognized that the designated capital fund contribution of approximately $160,000 would not support large capital equipment needs for the North Shore Fire Department. In 2013 the Village Board approved a resolution designating an additional portion of money for a three-year period. This resolution was reapproved in The last funding year of the 2015 resolution was for This year a new Capital Resolution will need to be approved in order to continue providing stable financial resources for large pieces of apparatus. The 2015 resolution identified three specific pieces of apparatus that the designated capital funds would be used for, including a ladder truck and two ambulances. This year s resolution also identifies three pieces of apparatus earmarked for replacement including a water tender and two ambulances for purchase in years 2019, 2020 and Tr. Amenta moved, seconded by Tr. Warren to approve Resolution Approving the Single or Multi-Year Capital Budget to Purchase a Water Tender & Ambulances for 2019, 2020 & 2021 and Agreement to Pay its Share of the Single or Multi-Year Capital Budget for 2019, 2020, & Motion carried 5 0 by a roll call vote. c. Consider Resolution Approving the 2019 North Shore Fire Department Fees for Service Schedule. Chief Whitaker reviewed his memo. The North Shore Fire Department Board of Directors passed Resolution which recommends a fee schedule to the seven-member municipalities for In accordance with the North Shore Fire Services Agreement, each member municipality s governing body must now take up the fee schedule for consideration. The fee schedule can be implemented upon adoption by five municipalities. Tr. Amenta moved, seconded by Tr. Warren to approve Resolution , the 2019 North Shore Fire Department Fees for Service Schedule. Motion carried 5 0 by a roll call vote. d. Consider production and design services for Shorewood Today.

3 Mr. Burkart introduced Paula Wheeler, current editor of Shorewood Today and Jennifer Anderson, current writer for Shorewood Today. Mr. Burkart noted that three proposals came back from the RFP. There are two parts, production and design services, which is currently done by MB Marketing Solutions, and printing. The cost assessment is based on a subsidy by each of the community partners: The Village, School District, Business Improvement District, and the Community Development Authority. Mr. Burkart explained the Marketing Leadership Committee and their purpose. The Marketing Leadership Committee met to review the proposals and is recommending MB Marketing Solutions for the Village Board s approval as the fiscal agent. The community partnership subsidy is down from $5,800 to $4,475; which is also the Village s contribution. The Marketing Leadership Committee recommended MB Marketing Solutions because of prior experience and the current product that is delivered. Village Board discussed the reduction of the tax payer subsidy to the magazine and, if there was approval this evening, the $4,475 would be the amounted budgeted for Mr. Burkart summarized the RFP; cost for the magazine to be printed four times and six times per year, none of the proposals offered for six. If the municipality didn t subsidize, how would that affect the magazine, there would be around a 33% increase in advertising. Some Board members inquired what would be affected if the partnership contribution is lowered. Village Board discussed the concern with the amount of the Village subsidy at a time when the Village Board is trying to reduce the budget. Some of the Board members would like to see a communication product at a reduced cost and expressed disappointment in proposals that were received. Paula Wheeler expressed the challenges of producing the magazine more than four times per year and reiterated the reduction of the contribution compared to last year. Village Board discussion ensued on increasing advertising cost. Tr. Amenta moved to refer back to the Marketing Leadership Committee to discuss subsidy and advertising rates. Tr. Amenta withdrew the motion. Tr. Amenta moved, seconded by President Rozek, to refer back to the Marketing Leadership Committee and indicated the Village Board is amendable to a subsidy of $2,000 per year for the next three years. Motion carried 3 2 with Trustees McKaig and Warren voting nay. e. Consider printing services for Shorewood Today. Item will be brought back with the production and design agenda item. 5. Consent Agenda Items a. Accept Presentation of Accounts October 15, b. Consider Approval of Village Board Minutes July 2, c. Consider Approval of Village Board Minutes August 27, 2018 d. Consider Approval of Village Board Minutes September 24, 2018 e. Consider Approval of Village Board Minutes September 26, 2018 f. Consider Amendments to HR Manual to allow Opt-out Payments for Employees hired after Tr. Amenta moved, seconded by Tr. Warren to approve the consent agenda. Motion carried Items Removed from the Consent Agenda - None 7. Public Hearing(s) - None

4 8. Citizens to be heard This item is for matters not on the agenda. Discussion may follow comment on non-agenda items or discussion and action may come at future meetings. Jennifer Vulpas 4331 N. Alpine Dr., Shorewood, would love to see a newsletter that comes out more often. 9. New Business a. Review of debt service and TID budgets. The Village Board reviewed the debt service and TID budgets. Tr. McKaig moved, seconded by Tr. Warren to defer item 9b until the October 22, 2018 Village Board Meeting and 9c until the November 5, 2018 Village Board Meeting. Motion carried 5 0. b. Consider funding levels for 2019 road related projects. Deferred until the October 22, 2018 Village Board Meeting. c. Consider RFP for engineering services. Deferred until the November 5, 2018 Village Board Meeting. The Board recessed at 9:26 p.m. The Board reconvened at 9:34 p.m. d. Consider Service Agreement with Compost Crusader to Perform Organics Collection Program. Mr. Burkart summarized the contractual agreement with Compost Crusaders to provide contracted services for those that participate in the program. The rates are based upon participation levels. One of the decisions for the Village Board is: does the Village want to own the compost carts or have the participants pay for them? The carts are $60 apiece. The outlined service agreement would cap it at 200 additional participants. The other decision the Village Board has to make is if the Village wants to continue the current subsidy of $2.25 per month per each participant. The carts are factored into the budget; the monthly premium is not. Village Board discussed how many bids we received and if any of the neighboring communities offer a compost program. The Village reached out to four companies and only received one bid. East Milwaukee is currently running a pilot program at this time. Some Board members expressed their support for the Village to purchase the carts so the program is not cost prohibited. The question came up if the Village didn t purchase the carts, what role would the Village have in the program? President Rozek moved, to enter into a service agreement with Compost Crusaders to provide organics collection services for Shorewood participants through 2021 with continuation of the current subsidy and no subsidy for cart purchases. Motion failed for lack of a second. Tr. McKaig moved, seconded by Tr. Carpenter to enter into a service agreement with Compost Crusaders to provide organics collection services for Shorewood participants through Tr. McKaig withdrew her motion. Tr. McKaig moved, seconded by Tr. Warren to enter into a service agreement with Compost Crusaders to provide organics collection services for Shorewood participants through Motion carried 5 0.

5 e. Consider Subsidy for Organics Collection Carts and Monthly Premiums. Tr. Amenta moved seconded by Tr. McKaig to subsidize the monthly premium payments for 2019 Organics collection participants in the amount of $1.20 per month. Motion passed 5 0. Tr. Amenta moved, seconded by Tr. McKaig to authorize staff to purchase of up to 224 carts for the organics collection participants for 2019 Motion carried 4 1 f. Consider Resolution Approval for Organics Cart Fee. Tr. Amenta moved, seconded by Tr. Carpenter to approve Resolution establishing a fee for replacement of the Organics Collection Cart; let it be resolved that the Village of Shorewood establish a $60.00 fee for the replacement of any Organics Collection Cart. Motion carried 5 0 by a roll call vote. g. Consider Resolution Approval of Location for Voter Registration. Tr. Amenta moved, seconded by Tr. McKaig to approve Resolution ; Location for Voter Registration. Motion carried 5 0 with a roll call vote. h. Consider Resolution Urging the State Legislature to Close Dark Store Tax Loopholes. Tr. Amenta moved, seconded by Tr. McKaig to approve Resolution Urging the State Legislature to Close Dark Store Tax Loopholes. Motion carried 5 0 with a roll call vote. 10. Reports of Village Officials a. Village President - None b. Village Trustees - None c. Village Manager - None 11. Items for future consideration President Rozek moved, seconded by Tr. McKaig to reconsider the chart of accounts from the consent agenda of the October 1, 2018 Village Board Meeting. Motion carried Closed Session the Village Board will adjourn into closed session pursuant to 19.85(1)(e) to deliberate or negotiate the purchasing of public property regarding the Village fire station. Tr. Warren moved, seconded by Tr. McKaig to adjourn into closed session pursuant to 19.85(1)(e) to deliberate or negotiate the purchasing of public property regarding the Village fire station at 10:17 p.m. Motion carried 5 0 by a roll call vote. 13. Reconvene into Open Session. Tr. Amenta moved, seconded by Tr. Warren to reconvene into Open Session at 11:05 p.m. Motion carried Adjournment Tr. McKaig moved, seconded by Tr. Carpenter to adjourn at 11:05 p.m. Motion carried 5-0.

6 Respectfully submitted, Sara Bruckman, CMC/WCMC Village Clerk