CITY OF WAUPACA COUNCIL PROCEEDINGS REGULAR MEETING TUESDAY, JUNE 16, 2015 COUNCIL CHAMBERS, CITY HALL

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1 CITY OF WAUPACA COUNCIL PROCEEDINGS REGULAR MEETING TUESDAY, JUNE 16, 2015 COUNCIL CHAMBERS, CITY HALL 6:00 P.M. 1. CALL TO ORDER Pursuant to regulations, the Common Council of the city of Waupaca met on the above date and time. 2. YOUTH OF THE MONTH none 3. PLEDGE OF ALLEGIANCE 4. CLERK TO READ OPEN MEETING STATEMENT Sandy Stiebs, Deputy Clerk stated this meeting and all other meetings of the Common Council are open to the public. Proper notice has been posted and given to the Press, in accordance with Wisconsin State Statutes so that the citizens may be aware of the time, place, and agenda of this meeting. 5. ROLL CALL Present: Mayor Brian Smith, Alderpersons Alan Kjelland, Scott Purchatzke, Dave Peterson, Paul Mayou, Chuck Whitman, Ald. Jillian Petersen, Lori Chesnut and Eric Olson Absent: Ald. Steve Hackett and Ald. Paul Hagen, both excused A quorum was declared. 6. APPROVAL OF CONSENT AGENDA All items listed below are considered routine by the City Council and will be enacted by one motion. There will be no separate discussion on these items unless a Council member or City staff so requests it, in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the Regular Agenda. The items selected for the Consent Agenda are as follows: Regular and Special Meeting Minutes, Monthly Income Report for the Parks and Recreation Department, Airport Hangar Reports, Monthly Department Head Reports, Payrolls and Bills, Quarterly Weights and Measures Reports, Quarterly Room Tax Reports, project invoices for projects previously approved by City Council, any low bid budgeted operating or capital expenditure under $25,000 approved by the appropriate Board or Committee and any expenditure of non-city funds that received a unanimous recommendation. A) MONTHLY REPORTS: 1. Finance Director/Treasurer s Report for the Month of May Building Inspector s Report for the Month of May Parks & Recreation Department and Income Report for the Month of May Police Department Report for the Month of May Development Director Report for the Month of May City Administrator/Clerk/Acting Public Works Director Report for the Month of May 2015 WOL.Net Monthly Report Josh Werner

2 WOL.Net Revenue and Disbursement Report for May 2015 B) MONTHLY/QUARTERLY/ANNUAL REPORTS: 1. Monthly Airport Hangar Report C) APPROVAL OF BILLS CITY GENERAL, WATER, SEWER, AND SPECIAL FUNDS D) MEETING MINUTES: 1. AIRPORT BOARD Minutes of a Regular Meeting on May 27, POLICE AND FIRE COMMISSION Minutes of a Rescheduled Meeting on May 19, WAUPACA HISTORICAL SOCIETY Minutes of a Regular Meeting on May 7, BOARD OF REVIEW Minutes of a Special Called Meeting on May 28, COUNCIL PROCEEDINGS Minutes of a Regular Meeting on May 19, 2015 Minutes of a Special Meeting on May 26, 2015 Minutes of a Regular Meeting on June 2, 2015 E) INVOICES FOR PROJECTS/CONTRACTS HAVING PRIOR COUNCIL APPROVAL: none MOVED by Ald. Kjelland, SECONDED by Ald. Olson, Council APPROVES of the Consent Agenda as presented. 8 ayes, 0 nays, 2 absent. MOTION CARRIED ON A VOICE VOTE. 7. REGULAR AGENDA Mayor Smith requested that item No. 10A be removed from the agenda and bring back to the next Council meeting in July since Chief Goke is unable to attend this meeting. MOVED by Ald. Kjelland, SECONDED by Ald. Peterson, Council APPROVES of the Regular Agenda as amended with deletion of item No. 10A. 8 ayes, 0 nays, 2 absent. MOTION CARRIED ON A VOICE VOTE. 8. NON-AGENDA ITEMS AND ANNOUNCEMENTS A. ANNOUNCEMENTS: 1. Recognition of the Waupaca High School Graduating Seniors who served on the City s Youth on Boards : Elizabeth Olson Waupaca Library Board Diana Chu Historic Preservation Commission Synthia Fenske Emergency Planning Committee Thomas Phillipsen Parks and Recreation Board Mr. Veleker briefly reviewed the history of Youth on Boards in allowing youth to have a voice and a vote in the community. He awarded each student a Certificate of Recognition and thanked them for their service.

3 Ms. Burington said that Ms. Olson served on the Waupaca Library Board and their Ad Hoc Planning Committee and her input as a youth was very valuable. Mr. Jenson said that Mr. Phillipsen served on the Parks and Recreation Board and thanked him for his service. Mayor Smith thanked all of the youth for their service. 2. Proclamation Arts Appreciation Month Mayor Smith read the proclamation into the record. Mayor Smith asked Ms. Marcie Reynolds to speak about the next arts event. Ms. Reynolds said the Arts on the Square is scheduled for August 13-15, The retailers are adding some events on Friday to the festival such as Adopt a Square which is a chalking event where retailers will also be chalking in front of their stores. The Waupaca Middle School band will also play. In the evening there will be a street dance with Davina and the Vagabonds from Minneapolis. They were paid for by an anonymous donor. There will be three music stages and a fourth stage hosting a poetry tent. There will be a poetry open mic event. She said they have rejected some artists in order to maintain the quality to draw people to Waupaca. Mayor Smith thanked Ms. Reynolds for adding another strong event to the community. B. PUBLIC INPUT C. DEPARTMENT ANNOUNCEMENTS/REPORTS Finance Director/Treasurer Ms. Kasza explained that the use of the City s credit card is a procurement card that is used by over 250 municipalities, counties and school districts within the State of Wisconsin. It is bid out every three years by the Waukesha Purchasing Department through J.P. Morgan/Chase and MasterCard. The Finance Department has been working on creating user accounts for the departments using the City s purchasing card and with the ability to report on account allocations and purchase descriptions to allow these transactions to be recorded in the new financial system. This process will allow for the detail reporting to the Council on purchases made through the purchasing card payment system. This will eliminate the need for individual purchase orders for each purchasing card purchase and allow users to view online the activity on their card account. There was an increase of approximately $1,000 in the rebate this year with this program due to the increase in rebate percentage and an increase in the last quarter spending. This month the Finance Department will start the process of implementing the financial software upgrade. We will be working with IT and individual departments to see where improvements in account reporting are needed so that they may be brought forward with the 2016 budget process. She asked Council members for any improvements they would like to see with reporting and to make it easier to understand.

4 Ms. Kasza said that once the financial software is up and running she was also able to procure financial reporting software from a vendor as a beta site which means there is no cost to the city as they are testing the software. It will allow for more charts, graphs and year to year comparisons. Library Director Ms. Burington reported that the library is very busy at this time of year with the summer reading program for all ages. There are approximately 150 adults, 100 teens and just over 450 children. There is programming in the Hero Headquarters which is located in the exhibit room. The theme is Every Hero has a Story. On Thursday, there will be a cookout on the lawn with snacks. All proceeds will go to the Honor Flight for veterans. There is a family scavenger hunt which asks them to visit three memorial sites within our community, answer questions and write a letter to a veteran. For every scavenger hunt that is turned in, the librarians will donate $5 and hopefully reach the goal of $500 to sponsor a veteran to go on the Honor Flight. Ms. Burington said there will be a dog agility course on the lawn on Thursday, Bubble Wonders on Friday and a bee program on Monday night. On July 16, First Lady, Eleanor Roosevelt will be honored with a tea and an Eleanor Roosevelt impersonator will be in attendance. Development Director Mr. Kane said his report is included in the packet. He thanked Mr. Roger Hansen and his crew for helping with the grass cutting. The Code Enforcement Officer job description will be brought forward within the next month. He is working with Mr. Veleker and our consultants regarding the preparation of the description. Mr. Kane said the applicant for Anytime Fitness and the Peotter project has withdrawn the application and is now seeking to get permission to build on the Kraft/Churney site. The City Plan Commission has given approval for the conceptual site plan for that project. There are still a number of issues that need to be dealt with. His department is working with the applicant as much as possible to meet the developer s timeline. The applicant will be coming forward with a Rezoning and Special Use Permit requests next month at the City Plan Commission and hopefully receive approval from Council later in the month. Mr. Kane said they have directly sent their Request for Proposal (RFP) to approximately 15 consultants and posted it on three separate planning or Department of Public Works websites. Some information has already been received because of this effort and he is hopeful there will be a competitive RFP process. Ms. Lindsey Kemnitz, Intern is currently working on some of the zoning code rework and working with East Central Wisconsin on the project. He said they will bring a presentation to the City Plan Commission next month and to Council. Street Superintendent Mr. Roger Hansen said the Water Department is working on the DNR tests, changing and reading meters and private well permits. He said the well permits are an ongoing process that takes a year or two to get everyone in compliance. There is one leaking valve on N. Morton Street and North Street which should be repaired next week. There is a hydrant on Royalton Street that is currently out of service due to leaking and should also be repaired next week.

5 Mr. Hansen said the Waste Water Treatment Plant is running very well due to some valve replacements and plant and lift station maintenance. The Compliance Maintenance Operations Manual (CMOM) work is ongoing. Mr. Hansen reported that the work on Hillcrest Drive is going well. The curb and rough grading of the gravel are completed. The fine grading will be performed on Thursday, with a fine layer of asphalt on Friday with weather permitting. City crews have black dirt roughed in and hope to seed most of those areas tomorrow. After utility adjustments are made during next week, the final layer of asphalt will be put on and the road will be open by Friday, weather permitting. They are continuing to work on storm sewer inlets that failed, which is an ongoing project. Painting of cross walks and street sweeping has begun. Mr. Hansen reported that the shop lift is 25 years old and has started to leak oil. It is not repairable and he is looking into options to replace the lift. He will bring that information forward to Council in a couple of weeks. Parks and Recreation Director Mr. Jenson said that Mr. Whitman did a great job with the Movie in the Park event with approximately 175 people in attendance. The next movie scheduled is on August 7, 2015 will be Big Hero 6 in partnership with the library. Recreation staff is receiving PBIS (Positive Behavioral Intervention & Support) training during the month of August. PBIS is a system within our schools that reinforces respect toward others. The idea of the Park and Recreation Department going through the training is to help reinforce at City Facilities what the students are exposed to at school Mr. Jenson reported that the plan for the decorative lighting at South Park should be completed by July 4 th. Proposals for irrigation will be brought forward at the next Council meeting to upgrade the irrigation in the circle area and the fountain. The Augie Austin gym is open this week. The gym doors still need to be cut and the door opening to be raised by 3 ½ to 4. The basketball hoops will also be raised another 3. He felt that overall; Stalker Flooring did a good job. Mr. Jenson said there were tournaments at Swan Park with 22 girls softball teams last weekend with two fields that were used at Waupaca High School. All of the games were played in spite of the rain and the Girls Softball Board did a great job working the tournament. There is a 20 team 11U-12U baseball tournament for the next weekend and a 30 team tournament on for 8U-10U for baseball on June Mr. Jenson said the Walleyes for Kids group would like to donate $1,000 for scholarships for youth programs this year. Utilization of the funds will be through Friends of Waupaca Parks and work with the guidance counselors from the Waupaca School District in choosing a child s eligibility. Big Brothers and Big Sisters applications are coming in with 13 Bigs applications to date. The goal is 20 and will begin in September Mr. Jenson reported that re-lighting and re-lamping the Lakemen field would not be possible without the donation of $4,000 from the Lakemen baseball team. This project was originally included in the Capital Plan and re-lighting the field with new poles, fixtures and power sources would have cost approximately $200,000. The existing wood poles will last another 10 years and the re-lamping will last for approximately years.

6 The total cost is approximately $6,500 and the remaining costs will be paid for from the Maintenance of Facilities line item within the parks operational budget. Police Chief Chief Goke was not in attendance. Lt. Geoff Johnson reported that Officer Chris Coniglio has resigned, effective June 17 as he was offered a position from his home town. Two individuals are currently going through the hiring process with background checks, medical and psychological exams and drug screening. If all goes well, they hope to have two new officers ready to go in July. Lt. Johnson said they have several events coming up with motorcycle rides coming through next week and the following week during the busy summer season. They will also be assisting various organizations with traffic direction, Strawberry Fest and the Fourth of July events. He said that Officer Bret Rodenz is back for the summer which helps with scheduling. Officer Rodenz is leaving the High School liaison position and will become a full-time patrol officer. Recently hired Officer Sam Van Dinter will become the Police School Liaison Officer. City Administrator/Clerk Mr. Veleker said the report is included in the packet. Mr. Veleker reported that the DPW interview process is beginning with the first round of interviews this week. If all goes as planned a recommendation will be brought forward at the July 21 Council meeting for consideration. This department head position is a Mayor s appointment and would need ratification by the Council. Mr. Veleker and Mr. Kane are working with Chamber staff and downtown business representatives on a committee to put on two downtown events for this year. One is a Putt Putt Golf Tournament to be held on August 27. The August 27 event is seeking to allow golf participants the ability to have an open container while they play their round(s) as well as for spectators. This will require Council action. The planning committee is putting together a formal proposal that we expect will be presented at the July 7 Council meeting. 9. UNFINISHED BUSINESS: a. Renewal of Charter Communications Contract Josh Werner, IT Communications Specialist Mr. Werner said that our Charter representative was successful in getting management approval on 80Mbps at a cost of $1,700 per month. This is a savings of $300 per month and a 10Mbps speed increase. The phone service remains at a $25 per month savings. MOVED by Ald. Mayou, SECONDED by Ald. Kjelland, Council APPROVES Renewing the Contract with Charter Communications for a two-year term for the City s Internet of 80 Mbps for $1,700/month and Phone Service of $477/month with a cost savings of $325/month. ON THE CALL OF THE ROLL Ald. Purchatzke, Ald. Peterson, Ald. Whitman, Ald. Mayou, Ald. Olson, Ald. Chesnut, Ald. Petersen and Ald. Kjelland voted aye, 0 nays, 2 absent. MOTION CARRIED ON A ROLL CALL VOTE.

7 10. NEW BUSINESS: a. Sunny Day Daycare Special Use Permit Brennan Kane, Development Director Mr. Kane said the applicant is seeking a Special Use Permit for an expansion to the building on Godfrey Drive. In an I-2 zoning district, a daycare facility requires a Special Use Permit. A recommendation from the City Plan Commission is included in the packet to approve the expansion for Sunnyday Daycare facility. MOVED by Ald. Olson, SECONDED by Ald. Kjelland, Council APPROVES of issuing a Special Use Permit to Sunny Day Daycare, Godfrey Drive. ON THE CALL OF THE ROLL Ald. Peterson, Ald. Mayou, Ald. Purchatzke, Ald. Petersen, Ald. Whitman, Ald. Chesnut, Ald. Kjelland and Ald. Olson voted aye, 0 nays, 2 absent. MOTION CARRIED ON A ROLL CALL VOTE. b. Relocating CAP Services Eco Park Project to City Owned Property in East Gate Estates AND Revised Memorandum of Understanding with CAP Services Aaron Jenson, Parks and Recreation Director Mr. Jenson gave a brief history of the project. Staff revisited the project and reviewed the potential use of the City owned 14.5 acres at the East Gate Estates. Mr. Hansen s Street Department currently mows part of the grass area. The Waupaca Foundry and Beneficial Reuse Management worked together on the project and there is approximately $22,000 tied to the land. The funds were originally intended for the purpose of a traditional playground. He said he was hesitant to install the park area due to the number of residents and as an outlying area. As soon as it becomes a park, then the parks crew has to mow and maintain it. Mr. Jenson said this was the original property that Mr. Clif Morton had proposed for the Eco Park. After looking at this property a second time there are a lot of positives for the project including the positive impact it could have on the neighborhood. He felt it was important to work with a professional to create a plan instead of some sketches. Mr. John Kneer and his team at Rettler Corporation have created a plan in a very timely manner. Mr. Jenson reviewed the plans that were included in the packet. Mr. Jenson said if approved the first thing to happen would be to remove the open air shelter currently located at Oz Natural area and relocate it at the top of the hill at East Gate. It has a great view to the south and will overlook the location of the future natural amphitheater, the green space where families could play a pickup game and the natural playground structures. Phase 1 will include the open air shelter relocation and the plans for the education center. After some review, the location of the Education Center will be shifted to the west approximately 55 feet off of the property line of the nearest lot. There are plans to plant trees to provide a natural barrier. Mr. Russ Montgomery was awarded $2,500 in grant money for planting trees in this area. There are also plans for tree planting to help shield the highway. There is also a looping trail system within the park and includes easy access from Webster Way. The trails will be mowed. A traffic circle is included for bus circulation. He feels that the addition of the park could help with residential development. Mr. Jenson briefly reviewed the Memorandum of Understanding with CAP Services and said that no taxpayer money will be used to construct the park.

8 If approved, the tear down and reconstruction of the open air shelter will take place immediately. As for the Education Center, the exterior is expected to be completed by late fall with completion of the interior taking place during the winter months and available for use by spring of Mr. Kane asked what type of grass would be planted or would there be prairie plantings. Mr. Jenson said there are no plans to have prairie plantings at this time. This is a conceptual plan and feels that this will also be a very good neighborhood park and may not have everything that was planned or discussed with the location at Oz Natural Area. Ald. Peterson asked about parking. Mr. Jenson said there is an existing area that can accommodate 5-6 cars with on-street parking if needed. Mayor Smith said he feels this is a good alternative to the Oz Natural Area and feels this may be a better fit for this project. MOVED by Ald. Peterson, SECONDED by Ald. Purchatzke, Council APPROVES Relocation CAP Services Eco Park Project to City Owned Property in East Gate Estates of 14.5 acres AND Council APPROVES of the Revised Memorandum of Understanding with CAP Services-Aaron Jenson, Parks and Recreation Director. ON THE CALL OF THE ROLL Ald. Petersen, Ald. Whitman, Ald. Mayou, Ald. Peterson, Ald. Olson, Ald. Kjelland, Ald. Purchatzke and Ald. Chesnut voted aye, 0 nays, 2 absent. MOTION CARRIED ON A ROLL CALL VOTE. c. License Report No. 1280, Operator s Licenses Henry Veleker, City Administrator/Clerk MOVED by Ald. Whitman, SECONDED by Ald. Chesnut, Council APPROVES License Report No. 1280, Operator s Licenses pending background checks and payment of any outstanding fines. 8 ayes, 0 nays, 2 absent. MOTION CARRIED ON A VOICE VOTE. d. Ordinance No , An Ordinance Repealing Municipal Code of City of Waupaca Chapter 23 Non-Union Employee Fringe Benefit (1st Reading) City Attorney John Hart Atty. John Hart explained that Chapter 23 Non-Union Employee Fringe Benefits had gotten to be a bit messy. When there were changes to vacation pay various other things, a change of ordinance was required. After discussion with Mr. Veleker it made sense to repeal that chapter in its entirety and recreate Chapter 23 and adopt it into the Employee Handbook. Atty. Hart said the new ordinance allows Council to amend the handbook from time to time without an ordinance change. The ordinance was read into record for the first reading. e. Ordinance No , An Ordinance Recreating Municipal Code of City of Waupaca Chapter 23 Employee Handbook (1st Reading) City Attorney John Hart

9 The ordinance was read into record for the first reading. f. Ordinance No , An Ordinance under City of Waupaca Traffic Code Chapter 7.05(4) Parking Prohibited in Certain Specified Places, to Prohibit Parking on Hillcrest Drive (1st Reading) City Attorney John Hart Atty. Hart said that after the Hillcrest Drive construction is completed the road will be narrower than most rightof-ways. This ordinance will not allow parking on either side of Hillcrest Drive. Mr. Roger Hansen said that property owners are aware of the changes and agreed that no one used street parking on Hillcrest Drive anyway. No parking signs will be posted immediately. The ordinance was read into record for the first reading. 11. ISSUES/PROJECT DISCUSSION (30-MINUTE MAXIMUM NO ACTION REQUIRED) a. Chickens, Bees, Fur Bearing Animals within Residentially Zoned Properties Brennan Kane, Development Director This item is tabled until the regularly scheduled Council meeting on July 7, COMMUNICATIONS AND RECOMMENDATIONS OF THE MAYOR Mayor Smith said that the City is in the process of interviewing candidates for the Public Works Director. There are some good candidates. He hopes everyone has a very happy July 4 th. 13. ADJOURNMENT MOVED by Ald. Kjelland, SECONDED by Ald. Chesnut Council ADJOURNS until the next regularly scheduled Council meeting on Tuesday, July 7, 2015 at 6:00 p.m. and subject to call. 8 ayes, 0 nays, 2 absent. MOTION CARRIED ON A VOICE VOTE. MEETING ADJOURNED AT 7:02 P.M. Mayor Brian Smith tj