Page 1 of 2 Common Council Meeting Council Chambers of City Municipal Building Regular Meeting – 7:00 p.m. June 28, 2018 Agenda 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Approval of Agenda 5. Minutes of Previous Meeting 6. Finance Department A. 2017 Audit completion B. TID audit C. Joint Review Board report D. Software conversion status E. 2018 Water rate case F. 2019 Sewer rate case G. 2019 Budget process H. Capital projects I. Taxi 7. City Administrator’s Report A. Proposed changes to CDBG Revolving Loan Fund for Economic Development 8. Mayor’s Comments A. Thank yous 9. Consent Agenda A. Reports of Sub-Committees, Boards, and Commissions 1. Finance/Administration Committee, June 11, 2018 2. Library Board, June 12, 2018 3. Historic Preservation Commission, June 13, 2018
Transcript
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Common Council Meeting Council Chambers of City Municipal Building
Regular Meeting – 7:00 p.m. June 28, 2018
Agenda 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Approval of Agenda 5. Minutes of Previous Meeting 6. Finance Department A. 2017 Audit completion B. TID audit C. Joint Review Board report D. Software conversion status E. 2018 Water rate case F. 2019 Sewer rate case G. 2019 Budget process H. Capital projects I. Taxi 7. City Administrator’s Report
A. Proposed changes to CDBG Revolving Loan Fund for Economic Development
8. Mayor’s Comments A. Thank yous 9. Consent Agenda
A. Reports of Sub-Committees, Boards, and Commissions 1. Finance/Administration Committee, June 11, 2018 2. Library Board, June 12, 2018 3. Historic Preservation Commission, June 13, 2018
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4. Community Development Authority, June 14, 2018 5. Plan Commission, June 18, 2018 6. Tourism Promotion Committee, June 19, 2018 7. Business Improvement District Board of Directors, June 20, 2018
B. License Applications 1. Operator 2. Taxi Cab Operator
10. Old Business A. Resolution 1. Resolution No. 18-027 relative to Final Resolution to Discontinue that
Portion of Michigan Street Lying Between Jones Street and Whitney Street, that Portion of Michigan Street Lying Between Jones Street and State Trunk Highway 33 Right-of-Way and that Portion of Denning Street Lying Between Jones Street and State Trunk Highway 33 Right-of-Way in the City of Portage, Columbia County, Wisconsin (Tabled until the City is able to obtain the utility easement and the objection from Alvin Hamele is reviewed. June 14, 2018)
11. New Business
A. Consideration of recommendation on Operator License for Kimberly C. Schonenberger
12. Adjournment The meeting location is accessible to persons with disabilities. If you need reasonable accommodations due to a disability, please contact the City Clerk at 608-742-2176 no later than 48 hours prior to the meeting.
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Common Council Proceedings
City of Portage Regular Meeting Council Chambers June 14, 2018 City Municipal Building 7:00 p.m.
1. Call to Order Mayor Dodd called the meeting to order at 7:00 p.m.
2. Roll Call
Present: Ald. Charles, Hahn, Hamburg, Havlovic, Klapper, Kutzke, Monfort, Nachreiner Excused: Ald. Maass Also Present: Mayor Dodd, City Clerk Moe, City Administrator Murphy, City Attorney Spankowski, Media Present: Lyn Jerde from Portage Daily Register, Elijah Wolfe from Cable TV
3. Pledge of Allegiance
The Pledge of Allegiance was recited.
4. Approval of Agenda No changes.
5. Minutes of Previous Meeting Motion by Klapper, second by Charles to approve the minutes of the May 24, 2018 Common Council meeting. Motion carried unanimously on call of roll.
6. Police Department
This item was deleted as there was no representative from the Police Department available for the meeting.
7. City Administrator’s Report
City Administrator Murphy discussed the summer lunch program, which is in its’ third year of providing lunch for children. Lunch sites are Splash Pad, Lincoln Park, Sanborn Park and the Library. City Clerk Moe was elected to the Board of Directors of the International Institute of Municipal Clerks, and will be representing Iowa, Minnesota and Wisconsin.
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Director of Public Works/Utilities Manager Jahncke has received the new member impact award from the American Public Works Association. Detective Lieutenant Dan Garrigan graduated from the Wisconsin Law Enforcement Command College.
The Library Board has approved the hiring of Emily Goad for Library Director.
8. Mayor’s Comments Mayor Dodd discussed leading by example, for example, taking care of our property and following the ordinances. There are volunteer opportunities available for the summer lunch program.
9. Consent Agenda A. Reports of Sub-Committees, Boards, and Commissions
Plan Commission meeting of May 21, 2018 Park and Recreation Board meeting of June 5, 2018 Airport Commission meeting of June 6, 2018 Portage Non-Motorized Transportation AdHoc Committee meeting of June 6, 2018 Municipal Services and Utilities Committee meeting of June 7, 2018 Legislative and Regulatory Committee meeting of June 7, 2018 Motion by Charles, second by Hamburg to accept the reports on the consent agenda. Motion carried unanimously on call of roll. Ald. Charles commented on the Legislative Committee’s discussion of limiting the placement of registered sex offenders, clarifying the child safety zones, and limiting the location of transitional living facilities. Council members were asked to review the proposal and forward any questions to City Administrator Murphy. Ald. Nachreiner commented that at this week’s Finance Committee meeting, the special assessment policy was discussed with the decision to leave the policy as currently written.
B. License Applications Operator: Gerardo Alcorta, Stacy A. Andersen, April L. Anderson, Kristin L. Anderson, Dorothy J. Antoniewicz, Kim M. Atkinson, Elizabeth M. Baker, John A. Baldwin, Rachl M. Ballard, Kevin R. Ballweg, Natasha M. Baron, Jaime L. Barron, Cheryl A. Barton, Denise K. Baures, Gabriella P. Baures, James V. Baures, Kelly E. Bellmore, Dennis F. Benson, Kimberly L. Biehl, Denise J. Blau, Thomas E. Blum, Ginalee M. Bokota, Sandra K. Bonham, Roger F. Bonham Jr., Nathan C. Booth, Jerome J. Braun, Kelley A. Bressers, Stephanie C. Brissette, Thomas W. Brown, Daniel J. Brunt, Shelley A. Buss, Ashley A. Bussell, Brittany F. Byers, Cody D. Carlin, David S. Carpenter, Eric A.
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Carpenter, Peter A. Chambas, Maria A. Charleston, Beverly A. Choutka, David J Cobbs, Keri L. Colburn, Christina L. Coleman, Jason M. Coleman, Bethany J. Czerkas, James D. Daley, James H. Davenport Jr, Connie M. Davis, Rollande M. Delifer, Katrina E. Dimond, Elizabeth A. Douglas, Sherryl E. Douglas, Vanessa A. Drew, Nichole M. Eastman, Rosann G. Endres, Eric J. Erickson, David W. Eulberg, Brian M. Fait, Ryan T. Fearn, Kristi L. Fehrman, Elise R. Fenne, Tyler J. Frommett, Jessica L. Garcia, Gabrielle E. Gavinski, David W. Gilchrist, Diana R. Gilden, Telenna L. Gonzales, Thomas P. Gorman, Ronald M. Gorsuch, Jakop R. Gray, Arthur J. Green, David C. Green, Jill K. Green, Micah B. Grigsby, Ross R. Gurske, Samantha J. Halfpap, Carolyn M. Hamre, Taylor M. Hawley, Bonnie J. Heiar, Susan Henke, Lisa M. Holmes, Robyn E. Holmes, Sara K. Homan, Kori K. Howell, Ron A. Hull, Fredrick D. Jackson, Jay S. Jackson, Shawn A. Jensen, Jenifer A. Johnson, Alexandra D. Julian, Heidi R. Kast, W. Red J. Kastner, Kirpal Kaur, Susan D. Kelso, Kristal K. Kleiman, Michael R. Kluender, Deette A. Knuteson, Daniel D. Koch, Julie L. Koch, Lynette M. Koch, Scott T. Koch, Wesley P. Krall, Bonnie R. Kratz, Jenna M. Krenz, Jeanne C. Lauth, Kurt R. Lauth, Mary E. Leathers, Larry J. Luecht, Manoucher Madani, Eric S. Madsen, Gregory J. Maney, Timothy J. Marchand, Michael D. Marchese, Rachel M. Martin, Sandra J. McConnell, Gerald J. McGowan, Jacquelynne S. McGowan, Allissa M. McMahon, Erica J. Messer, Jennifer K. Meyers, Debra A. Miller, Amanda L. Mohr, Kenneth B. Moninski, Jolene M. Morris, Daniel C. Mossholder, Pamela S. Murphy, Dixie R. Nakielski, Dawn M. Nelson, Lisa M. Nelson, Dakota B. Neve, Harley P. O'Brion, Wendy J. Okeson, John L. Pape, Rebecca A. Paskey, Lisa A. Persack, Michael J. Peterson, James K. Petzke, Debbie L. Pohle, Cory J. Pohlkamp, Patricia L. Pohlkamp, Holly J. Potratz, Vasiliki M. Poulou, Candice L. Prate, Brandon T. Raimer, Brian L. Raimer, Tracy L. Rasmusson, Diana L. Reichhoff, Evan M. Reinert, Hannah L. Reitzner, Patrick M. Reynolds, Mary L. Rusch, Alicia M. Russell, Margaret A. Russell, Matthew P. Russell, Andy J. Schmick, Christine C. Schmidt, Rachel D. Schmidt, Jean M. Schmidtke, Trisia D. Schmidtke, Mark A. Schroeder, Becky E. Schultz, Tanya J. Schulz, Ella C Schwantz, Russell A. Shaw, Tammy J. Shepard, Thomas C. Shier, Nathan S. Simonson, Harwinder Singh, Michael W. Sletten, Jamie L. Staveness, Marlene J. Steele, Chadwick D. Stensrud, Jessica D. Stevens, Janet E. Sutfin, Diane M. Sweeney, Rolanda J. Tadman, Michael L. Taylor, Garrett D. Thiede, Lynn M. Thompson, Roberta L. Tollison, Mary F. Traino, Kandon J. Tyrrell, Patricia A. Van Houten, Amy L. Van Tassel, Jamie L. Voigtlander, Meghan D. Walker, Dawn K. Welter, Regina M. Welter, Phillis J. Werning, Kaitlin R. West, Keyerra E. West, Angela M. Wetzel, Stefanie L. White, Carl S. Wickre, Chad J. Wilcox, Sue E Wilz, Ronald E. Woodard Sr., Richard E. Ziemke, Ashley R. Zuhlke.
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Taxi Operator: Esther M. Atkinson, Patrick A. Barker, Jackie J. Bortz, Melissa R. Bradica, Randall R. Brown, Roberta J. Condon, Jesse J. Crye, Anthony A. Dickson, Sarah B. Fabry, Scottie A. Grant, Kelly J. Grotzke, Dennis G. Hoadley, Paul A. Kenas, Megan S. Lange, Anna M. Mcilvoy, Matthew E. Meyers, Lori A. Myhre, Krystle M. Poulson, Douglas E. Salter, Thomas R. Schneller, Daniel L. Schultz, Mary K. Schultz, Kimberly A. Sikorski, Charles C. Smith, Gerald L. Springer Sr., Susan Sterlavage, Steve A. Stine, Becki L. Tomlinson, and Calvin D. Wentland. Motion by Charles, second by Hamburg to approve the license applications as presented. Motion carried unanimously on call of roll.
10. Old Business None.
11. New Business
A. Resolutions Resolution No. 18-026 relative to Final Resolution to Discontinue a Portion of West Cook Street, a Portion of West Edgewater Street and Public Alleys Located in Block 47 and Block 56 of McFarlane, Dunn and Armstrong’s Addition to the City of Portage was adopted unanimously on motion by Hahn, second by Charles and call of roll. Resolution No. 18-027 relative to Final Resolution to Discontinue that Portion of Michigan Street Lying Between Jones Street and Whitney Street, that Portion of Michigan Street Lying Between Jones Street and State Trunk Highway 33 Right-of-Way and that Portion of Denning Street Lying Between Jones Street and State Trunk Highway 33 Right-of-Way in the City of Portage, Columbia County, Wisconsin. Motion by Hahn, second by Charles to table Resolution No. 18-027 relative to Final Resolution to Discontinue that Portion of Michigan Street Lying Between Jones Street and Whitney Street, that Portion of Michigan Street Lying Between Jones Street and State Trunk Highway 33 Right-of-Way and that Portion of Denning Street Lying Between Jones Street and State Trunk Highway 33 Right-of-Way in the City of Portage, Columbia County, Wisconsin until the City is able to obtain the utility easement and the objection from Alvin Hamele is reviewed. Motion carried unanimously on call of roll. Resolution No. 18-028 relative to Compliance Maintenance Annual Report was adopted unanimously on motion by Klapper, second by Charles and call of roll. Resolution No. 18-029 relative to Proposing to Discontinue a Portion of East Marion Street, in the City of Portage, Columbia County, Wisconsin, pursuant to Wis. Stat. §66.1003 was adopted unanimously on motion by Charles, second by Monfort and call of roll.
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B. Consideration of recommendation for change of agent for Wilz Drug,
Inc., Wilz Hometown Pharmacy, 140 East Cook Street, Class A Combination Intoxicating Liquor and Fermented Malt Beverage License to Lawrence Crowley Motion by Charles, second by Hamburg to approve the change of agent for Wilz Drug, Inc., Wilz Hometown Pharmacy, 140 East Cook Street, Class A Combination Intoxicating Liquor and Fermented Malt Beverage License to Lawrence Crowley. Motion carried unanimously on call of roll.
C. Consideration of recommendation on alcohol license applications (license year July 1, 2018 – June 30, 2019) Class B Intoxicating Liquor and Fermented Malt Beverage License (original application) KVM The Corner Pocket LLC, 301 DeWitt Street, Kelly VanderMark,
agent (The Corner Pocket Sports Bar & Grill) Motion by Charles, second by Monfort to grant a Class B Intoxicating Liquor and Fermented Malt Beverage License to KVM The Corner Pocket LLC, 301 DeWitt Street, Kelly VanderMark, agent (The Corner Pocket Sports Bar & Grill). Motion carried unanimously on call of roll. Class “B” Fermented Malt Beverage and Class “C” Wine License (original application) Lu Huowang LLC, 238 West Cook Street, Su Fang Chiu-Raschka,
agent (Cathay Garden) Motion by Charles, second by Hamburg to grant a Class “B” Fermented Malt Beverage and Class “C” Wine License to Lu Huowang LLC, 238 West Cook Street, Su Fang Chiu-Raschka, agent (Cathay Garden). Motion carried unanimously on call of roll. Class B Combination Intoxicating Liquor and Fermented Malt Beverage License (renewal application) 4 R Future Inc., 322 West Wisconsin Street, Jeremy Rusch, agent
(Portage Theatre Lounge) Bellmore & Associates LLC, 301 DeWitt Street, Mark A. Bellmore,
agent (The Corner Pocket Sports Bar & Grille) Portage Elks Lodge No. 675 Benevolent and Protective Order of Elks
of the United States of America, Inc., 201 West Conant Street, William C. Boehm, agent (Portage Elks Lodge #675)
Cactus Club Bar & Grill LLC, 102 East Cook Street, Dean Jeffery Audiss, agent (Cactus Club)
Cleary Krech Post 1707 of Veterans of Foreign Wars of the United States, 215 West Collins Street, Gordon Blackburn, agent (Cleary Krech VFW Post 1707)
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Cottonwood Bar & Grill Inc., 312 DeWitt Street, Randal L. Heinzel, agent (Cottonwood Bar & Grill Inc.)
Douglas’ Big Dog Saloon LLC, 218 West Cook Street, Bradley John Douglas, Agent (Douglas’ Big Dog Saloon)
House of Booze LLC, 220 West Wisconsin Street, Kevin M. Malone, agent (Blarney Stone)
Jack’s Tap LLC, 1207 Dunn Street, Tara L. Glendenning, agent (Jack’s Tap)
Knights of Columbus, 918 Silver Lake Drive, Darrell Parker, agent (Knights of Columbus)
Krueger, Jon Michael, 223 Oneida Street, (The Friendly Tavern) La Tolteca AAC LLC, 2653 New Pinery Rd, Alonzo Aranda Canchola,
agent (La Tolteca Mexican Restaurant) New Pinery Enterprises LLC, 1402 West Wisconsin Street, Lyman O.
Kaiser, agent (Sarbacker’s Bar) Noll, William N., 412 East Wisconsin Street, (Tamarack Pizza) NY Sushi Bar, Inc., 123 East Cook Street, Wen Jian Liu, agent
(Portage Asian Cuisine) Petty Freddies LLC, 214 West Wisconsin Street, Lindsy M. Ellison,
agent (Petty Freddies) Pohlkamp, Bradley John, 316 DeWitt St., (Pohlk’s Pub) B & B Hitching Post LLC, 2503 West Wisconsin Street, Michael S.
Bergman, agent (B & B Hitching Post) Riley’s Bar LLC, 1314 West Wisconsin Street, Lisa Thompson, agent
(Riley’s Bar and Grill) Shutova, LLC, 2900 New Pinery Road, Beadin Mehmedi, agent (Dino’s
Lounge Restaurant) Vinayaka, Inc., 2701 South CX, Dawn Schneller, agent (Best Western
Resort Hotel & Conference Center) Winedown Pleasant St. Retreat LLC, 235 West Pleasant Street, Neil
Shortreed, agent (Neil’s Wine House). Motion by Charles, second by Hahn to grant Class B Combination Intoxicating Liquor and Fermented Malt Beverage Licenses as listed. Motion carried unanimously on call of roll. Class “B” Fermented Malt Beverage and Class “C’ Wine License (renewal application) Pizza Hut of Southern Wisconsin, Inc., 401 East Wisconsin
Street, Jon W. Kreklow, agent (Pizza Hut)
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Motion by Charles, second by Hahn to grant the Class “B” Fermented Malt Beverage and Class “C” Wine License as listed. Motion carried unanimously on call of roll. Class A Combination Intoxicating Liquor and Fermented Malt Beverage License (renewal application) Aldi Inc. (Wisconsin), 2941 New Pinery Road, Jennifer Udell,
agent (Aldi #39) Bonbon and Bordeaux LLC, 201 DeWitt Street, Tracy K.
Fuqua, agent (Bonbon and Bordeaux) Crawford Oil Co. Inc., 2211 West Wisconsin Street, Steven D. Madsen, agent (Jim’s BP) Portage Liquor Inc., 1623 New Pinery Road, Lakhbir Singh, agent, (Daley’s Beverage Mart) Mathieus, Kevin Edward, 211 East Wisconsin Street (Discount Liquor) Pal and Simran LLC, 403 DeWitt Street, Sharam Singh, agent, (Market Basket) Skogen’s Foodliner, Inc., 2915 New Pinery Road, Eric Jerome Erickson, agent (Festival Foods) Wal-Mart Stores East, LP, 2950 New Pinery Road, Michael D.
Marchese, agent (Wal-Mart #1799) Wilz Drug, Inc. 140 East Cook Street, Lawrence Crowley, agent (Wilz
Hometown Pharmacy) Motion by Charles, second by Hahn to grant the Class A Combination Intoxicating Liquor and Fermented Malt Beverage Licenses as listed. Motion carried unanimously on call of roll. Class “A” Fermented Malt Beverage and Class “A” Liquor (Cider Only) License (renewal application) Liberty Square Gas Station Inc., Lakhbir Singh, agent
(Portage Mart) Kwik Trip, Inc., 1223 East Wisconsin Street, Sarah Lynn
Warren, agent (Kwik Trip #653) Kwik Trip, Inc., 2970 New Pinery Road, James Robert Nies,
agent, (Kwik Trip #683) Motion by Charles, second by Hahn to grant the Class “A” Fermented Malt Beverage and Class “A” Liquor (Cider Only) Licenses as listed. Motion carried unanimously on call of roll. Class “A” Fermented Malt Beverage License (renewal application) Crawford Oil Co. Inc., 1901 East Highway 33, Steven D. Madsen, agent (Fort BP) Motion by Charles, second by Hahn to grant the Class “A” Fermented Malt Beverage License as listed. Motion carried unanimously on call of roll.
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D. Consideration of recommendation on Taxi Cab License for Richard Running, Running Inc. DBA Portage Cab (renewal) Motion by Charles, second by Hahn to grant a Taxi Cab License to Richard Running, Running, Inc. DBA Portage Cab. Motion carried unanimously on call of roll.
E. Consideration of recommendation on Operator License application from Jessica L. Dickinson Motion by Charles, second by Hamburg to deny an Operator License for Jessica L. Dickinson based on inaccurate information/false answer on the application; as she has a warrant for her arrest in South Carolina for failure to appear for a shoplifting arrest. Motion carried unanimously on call of roll.
F. Consideration of recommendation for claims Motion by Nachreiner, second by Havlovic to approve payment of claims in the amount of $1,106,968.69. Motion carried unanimously on call of roll.
12. Adjournment Motion by Charles, second by Nachreiner to adjourn. Motion carried unanimously on call of roll at 7:32 p.m.
Marie A. Moe, WCPC, MMC City Clerk
Date Approved:
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City of Portage Finance/Administration Committee Meeting
Monday, June 11th, 2018 5:30 p.m. City Municipal Building, 115 West Pleasant Street
Conference Room One Minutes
Members Present: Dennis Nachreiner, Chairperson; Mark Hahn, Martin Havlovic, William Kutzke Excused: Mary Hamburg Also Present: Administrator Murphy, Finance Director Mohr, Bill Welsh Cable TV 1. Roll call Chairperson Nachreiner called the meeting to order at 6:00 p.m. Nachreiner noted that for clarity, all motions will be conducted with a roll call vote. 2. Approval of Minutes from May 14th 2018. Motion by Hahn, second by Kutzke to approve minutes from May 14th, 2018. Motion carried 3-0 on call of roll with Havlovic abstaining. 3. Discussion and possible recommendation on claims. Motion by Havlovic to approve claims in the amount of $1,106,968.69, second by Hahn. Motion carried 4 – 0 on call of roll. 4. Discussion on Special Assessment Policy. Nachreiner indicated that at the last Council meeting it was requested that the Special Assessment Policy be brought to Finance for further discussion on the home owner participation percentage. The concern was highlighted with the recent alley project behind the Post Office in which a resident inquired as to their portion based on the heavy traffic for the purpose of dropping off mail to the Post Office. It was also noted that based on the City’s policy (detailed below) the Post Office would be picking up over 75% of the total amount special assessed. Murphy indicated that Special Assessments are required to be based on a formula that equates the amount of special assessment to a property in comparison to the benefit they receive. Additionally special assessments are required to be levied in a manner that is reasonable and equitable in the conveyance of cost to the benefit received. He further stated that in 2014, the City Council adopted Resolution (No. 14-007) to special assess 50% of the alley project costs to abutting property owners based on lineal foot of frontage. Alleys are a public ROW in which all traffic has access as well as utilities. No General Transportation Aid or Connecting Highway Aid is received to maintain these facilities. Kutzke commented that he wanted to provide property owners impacted by proposed special assessments to vote on whether they want to the project to proceed or not. The Committee expressed concern with this approach indicating that no project would be
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undertaken because, generally most individuals would vote down special assessments and projects would not be undertaken. Additionally, special assessments offset the amount the City borrows to fund improvements projects. Based on the above information the Committee felt no changes were warranted in the special assessment policy and took no action. 5. Discussion on Budget Review process. Mohr handed out the proposed meeting schedule for the budget review process. The Committee decided that if the Agency requesting funds (i.e., Cemeteries, Humane Society, DPI, Historic Preservation, Historic Indian Agency House) were asking for the same amount as the previous year they would not be required to attend the Finance Meeting. They could send their information into staff for review; they are welcome to attend if they would like. Kutzke inquired as to if there are any major changes anticipated in the 2019 budget. Murphy that it is premature to provide a comprehensive answer but noted that the City is working with the School to create a School Resource Officer position in which the school will participate in approximately 67% of the costs. The agreement will be presented at a future meeting. Nachreiner stated that the Mayor typically sets budget guidelines based on the CPI and other budget factors in the July/August time frame. 6. Staff report ~Status Update on Internal Control Recommendations from Audit Mohr reviewed the Internal Control Environment section of the 2017 Audit Report along with the Control Deficiencies section and provided a status on Prior Year notations. Merging of the two different software systems (Water Utility Civic-Classic and City MSI) into one system Civic-Connect in March of this year addresses several of the points in the Audit Report. The majority of the items will be addressed before year end. There are a few that may not be cost justified. Several policies will be brought to the committee for updating such as the Fund Balance and Capital Assets. An evaluation and collection effort will be made on the Accounts Receivable area and uncollectible accounts brought forward to the Finance Committee by year end. Nachreiner requested a schedule of actions and completion dates be compiled into a report for the next quarterly update. 7. Future Agenda Items. No items noted at this point. 8. Adjournment. Motion by Hahn, second by Kutzke to adjourn 6:44 p.m. Motion carried 4-0 by call of roll.
Jean Mohr, Finance Director Date Approved:
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Portage Public Library 253 W. Edgewater Street, Portage WI 53901
LIBRARY BOARD MEETING Minutes June 12, 2018 Meeting called to order 12:02pm Present: Kindschi, McLeish, Gregory, Schoenborn, Simonson, Stenberg, Vehring, Interim Di-rector Leslie Schultz, City Administrator Shawn Murphy 1) Motion to approve May 8, 2018 regular meeting minutes. (KV/DG) 2) Financial Reports: a) Motion to approve May 2018 City, Library Restricted Funds and Memorial Funds claims
as presented. (KV/MS) b) Payments to Amazon to be broken down to show amount spent by each purchaser. 3) Interim Director’s/President’s Report: a) Autumn Baumann moved to Library Assistant-Public Services. Jennifer Helper promot-
ed to Library Assistant-Technical Services. Two Circulation Clerk positions will be adver-tised.
b) Bassett Mechanical will send a quote to fix corroded/leaking HVAC chiller pipes. c) Outdoor renovations are on-going. 4) Business: a) Motion to convene into Closed Session pursuant to Wisconsin State Statute 19.85(1)(c)
to consider selection of candidate for Library Director position. 12:20 (NS/HS) b) Motion to reconvene into Open Session for the remainder of the meeting. 12:33
(NS/DG) c) Motion to accept conditional offer of employment for Library Director to Emily Goad.
(NS/MS) d) Motion to hire Joel England to create Library landscape planning & design including
CAD layout for documents. (DG/KV) e) Motion to use Memorial Funds to pay for Wi-Fi upgrade. (KV/DG) f) 10 year Capital Improvement Plan was discussed. g) Library Board Calendar was discussed. h) A new Board Member representing the City is needed. 5) Meeting adjourned 1:07pm. (MS/NS)Karl Kindschi - President Dr. Brenda Blohm - Vice-President Heather Stenberg - Treasurer Eleanor McLeish - Secretary Dr. David Gregory Nikki Schoenborn Melissa Simonson Klay Vehring Date Approved:
Wednesday, June 13, 2018, 6:30 p.m. Municipal Building, 115 West Pleasant Street
Conference Room One Minutes
Members Present: Doug Klapper, Chairperson; Kadie Jo Butteris, Fred Galley, Anna Krause,
Jessica Lamb, Kyle Little and Crystal Thom Guests Present: Cable TV; Shawn Murphy (City Administrator)
1. Roll call Klapper called the meeting to order at 6:30 p.m.
2. Approval of previous meeting minutes Klapper noted that Mayor should be removed from Rick Dodd’s title in the Public Hearing minutes as he was in attendance as a citizen not in the official capacity as Mayor. Little moved that the minutes for the meeting of May 2nd be approved with the removal of Mayor. Lamb seconded the motion, which passed unanimously by voice vote.
3. Discussion and possible action on regarding claims
There were none. No action taken.
4. Discussion of Proposed Historic Zoning Overlay District Ordinance City Administrator Murphy presented on a proposed Historic Zoning Overlay District which would keep current zoning regulations while adding additional zoning requirements in the Society Hill Historic District. This District is comprised of an abundance of homes with unique and similar architectural features, thus the intent to preserve the homes to the fullest extent possible. One aspect of the proposed Ordinance would prevent current properties zoned R-3 One and Two-Family from establishing more than one dwelling unit in a residential building after date of adoption. In addition, requirements for enclosed off street parking are proposed. This proposed Ordinance would impact the Historic Preservation Commission as any owner of a home in this district wanting to complete exterior work would need to have a Certificate of Appropriateness granted by the Historic Preservation Commission. Murphy wanted to gage if this was something that the Historic Preservation Commission would want to start as it may require additional meetings for the Commission to allow for home improvement projects in this district to start in a timely manner. General discussion and questions by members with general support of this Ordinance moving forward to the next stages of Plan Commission and then Public information meeting.
5. Discussion on Use of Social Media for Public Awareness of Historic Preservation Activities
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Murphy presented on the City’s social media and website stating that as a governmental body of the City, the Historic Preservation Commission is able to use the City’s Facebook to promote events and items related to the Historic Preservation Commission. The members would need to provide the content to the front desk staff, who are then able to share the information on the City’s Facebook page.
6. Review of 2018 National Historic Preservation Month Activities General discussion and review of May activities including the Cemetery tours given by Judy Eulberg and the Architectural Treasure Hunt.
7. Discussion and possible action regarding Coloring Book Project Krause provided an update of the Coloring Book Project stating she had 5 pictures remaining. No action taken.
8. Discussion and possible action regarding HPC forms General discussion of Historic Preservation form updates. Klapper noted that on the Certificate of Appropriateness form the Fee paid/Receipt # should be removed as there is no fee associated with filling out or filing the form. In addition, the Nomination Process for Structures, Sites or Entities Portage Municipal Register of Historic Places requires an update for item number 6 due to changes with state legislature. The Nomination Form for Structures, Sites or Entities was discussed in length. Ideas for changing the form included making the form electronically fillable, adding a commonly known as name line and limiting the number of words allowed for the significance portion. Klapper will ask Joe DeRose from the Wisconsin Historical Society how other communities have addressed these different issues and if he has ideas regarding improving or modifying the forms. This item will be discussed again at the next meeting. No action taken.
9. Discussion and possible action of 2018 and 2019 budgets General discussion regarding the current budget numbers and money remaining. Ideas were discussed for ways in which to spend the allocated money including purchasing and installing signage for historic places/sites and hosting different events to engage the community. These ideas will be discussed again at next meeting. No action taken.
10. Discussion and possible action regarding July HPC meeting date and time The next scheduled meeting falls on the 4th of July Holiday, thus the July meeting was rescheduled for Wednesday, July 11th at 6:30 p.m.
11. Discussion regarding future agenda items It was noted that the coloring book, forms, budget, signage, and potential events will be on the next agenda.
12. Adjournment Chair Klapper adjourned the meeting and 8:13 p.m.
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Respectfully submitted, Kadie Jo Butteris Recording Secretary Date Approved:
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City of Portage Community Development Authority Meeting
Thursday, June 14, 2018 – 5:00pm City Municipal Building, 115 W. Pleasant Street
Conference Room One
Members present: Marty Havlovic, Nita Bortz , David Gunderson, and Mark Hahn
Excused: Jim Grothman, Kyle Dumbleton, and Ken Griep
Also present: Business Development and Planning Director Steve Sobiek, and Finance Director Jean Mohr
Roll Call
Members present as indicated above.
Approval of Minutes from April 24, 2018.
MOTION by Hahn, second by Bortz, to approve the minutes from the April 24, 2018 meeting as presented. Motion passed 3-0 on a call of the roll with Bortz, Gunderson, and Hahn voting yes. Havlovic abstained.
Discussion and possible action on block grant short sale and conversion to promissory note
Mohr reported that the individual with a block grant home rehabilitation program loan is selling her home and still owes an outstanding balance of $19, 188. on the loan. Mohr and Administrator Murphy met with the individual, as well as her new husband. The couple indicated that they would sign a promissory note for the amount owed. They would pay $200 a month at a 0 percent interest rate.
Bortz indicated a promissory note is similar to a signature guarantee on a loan.
Mohr indicated the loan recipient is not making a profit on selling her home.
Mohr indicated that if the individual and her husband default on the promissory note, the spouse’s wages could be garnished. In addition, the defaulted promissory note would likely be turned over the to the State Collection Agency, contracted with by the City, for debt collection, including wage and bank account garnishment.
MOTION by Bortz, second by Gunderson, to approve conversion of the outstanding block grant housing rehabilitation loan amount of $19,188 , owed by said applicant, to a promissory note
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for the same amount, no interest. Motion passed 4-0 on a call of the roll with all members present voting yes.
Next Meeting Date.
Consensus of the members present to hold the next meeting when a loan application needs to be approved, or taken action on.
Sobiek indicated that changes in the ED-RLF program may necessitate a future meeting, as well.
Adjournment
Motion by Grothman, second by Hahn to adjourn the meeting. Motion passed 4-0 vote on a call of the roll with all members present voting yes. Meeting adjourned at 5:19 pm.
Respectfully submitted,
Steve Sobiek, Secretary /Business Development and Planning Director
Date Approved:
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City of Portage Plan Commission Meeting
Monday, June 18, 2018, 6:30 p.m.
City Municipal Building, 115 West Pleasant Street City Council Chamber
Members present: Mayor Rick Dodd, Chairperson, Mike Charles, Peter Tofson,
Brian Zirbes, Bill Barthen and Chuck Sulik Member Excused: Frank Miller Others present: Administrator Murphy, Director Jahncke, Director Sobiek, Lyn
Jerde, Lori Sulik, Robert Fenske, Richard Lynn, and Jason Adamany Regular Meeting - 6:30 p.m. 1. Roll call 2. Approval of minutes from previous meeting
Motion by Sulik, second by Charles, to approve the minutes from the May 21 meeting. Motion passed 5 to 0, with Dodd, Tofson, Charles, Sulik, Barthen and Zirbes voting yes on call of the roll.
3. Discussion and possible action on parking lot site plan for Robert
Fenske, 2622 New Pinery Road.
Director Sobiek reported that Robert Fenske has submitted a site plan for a small expanded parking lot area at his CPA business, 2622 New Pinery Road (Parcel #2477.B).
The 1,392 sf parking area, with 4 parking stalls and a turn-around area, would be located in the back of the building. The new paved parking lot would be expanded from the current 300’ sf back parking area, and be accessible via the building’s attached garage. The drive-through garage has two overhead doors on the east and west sides, allowing ingress and egress.
Mr. Fenske indicates the new parking area would only be used for employees.
The parking lot satisfies the side 5 ft paved surface setback (15 ft).
Drainage arrows on the site plan show the flow of stormwater on the new parking lot to the north. Staff has asked for a more detailed showing of where stormwater would ultimately flow and be diverted. Mr. Fenske has provided info showing the any surface stormwater flows west toward the lot’s rear after leaving the proposed new parking area
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The site plan shows 6,640 ft of total impervious surface with this new parking area, compared to the total lot area comprising 27, 075 ft. The ratio of 76 percent green space to 24 percent impervious surface would not require a stormwater management plan, per City Code. Motion by Sulik, second by Charles, to approve the site plan as submitted by Robert Fenske, CPA, for 2622 New Pinery Road rear parking area addition. Motion passed 6 to 0 on call of the roll. Dodd, Charles, Barthen, Sulik, Tofson and Zirbes voted yes.
4. Discussion on potential new Northside TID District.
Director Sobiek reported that City staff have met with representatives of Lynn Holdings to discuss City participation to successfully recruit tenants to Parcel #3138.01, 2934 New Pinery Road, the former Kmart /Fashion Bug property, including two outlots.
In their discussions with potential retail tenants for this site, Lynn Holdings indicated that a significant financial gap emerged to cover needed improvements to the property. Lynn Holdings has indicated that neither they, nor the prospective tenants, are able or willing to absorb the full cost for these improvements.
With few, if any, federal, state or local economic development tools available to assist retail commercial developments, the only potential option identified is a TID.
Discussions with Lynn Holdings have explored potential TID options to assist redevelopment of the former Kmart/Fashion Bug and outlots, Parcel #3138.01, with the blighted TID category emerging as the most feasible type of TID to create. This property would be a good candidate for and seem to meet the criteria for a “blighted’ TID, as it has been vacant for four years and the value of the parcel has dropped significantly during this time.
Lynn Holdings has shared a TID proforma that includes a detailed summary of needed/proposed building and site improvements, along with costs, as well as the present and estimated future property valuations (based on site improvements and new developments/development assumptions).
If creation of a new TID moves forward in this regard, City staff and Lynn Holdings concur that a ‘pay as you go” TID would be the best avenue to proceed. Under this scenario, the City would only provide TID project assistance to the developer as the increment is created, and not before. A ‘pay as you go’ TID would pose no real financial risk for the City, as opposed to upfront TID assistance payments (before there is a building valuation increment to make the City whole for those payments).
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It should also be noted that Mr. Lynn indicates he would not be inclined to sign a pre-development agreement that obligates him to pay for TID creation expenses, regardless of whether the TID is created or approved, or not (a $2,500 deposit that is not refunded if the TID is not created, and up to $10,000 or more in TID creation costs if a developers agreement is not signed). These TID creation cost obligations have been included in all TID predevelopment agreements in recent TID establishments.
At this time, City staff believes it is prudent to share these TID discussions with the Plan Commission to help determine the feasibility and support for moving ahead with this potential TID. Staff is overall supportive of pursing a blight elimination TID on a Pay As You Go basis to assist in the redevelopment of this property. Administrator Murphy reviewed the site map showing Parcel #3138.01 as the proposed new TID, as well as the rendering of the proposed property, once developed, if development assumptions were realized. He reminded Commissioner’s that outside of TID creation costs, a ‘pay as you go’ TID posed no financial risk for the City in this regard Sulik asked if the total of all current and proposed TID districts would be under the State’s total property valuation percentage cap requirement. Administrator Murphy indicated it was, and in fact, there was a significant cushion. Administrator Murphy stated that City staff also looked at adding this property to current TID #8 but that had some feasibility challenges since that district is a mixed use TID. He also said the City is very cognizant of the current trend of large retail stores successfully challenging and lowering property value assessments. Mr. Adamany, representing Lynn Holdings, stated his group is talking to multiple prospective tenants interested in leasing the former Kmart building. However, he said there is a ways to go in securing a tenant and there are no guarantees. Barthen asked what the costs would be to upgrade and redevelop the proposed TID parcel. Adamany responded that the costs would likely be between $1.5 and $2 million. Sulik asked why Lynn Holdings is not inclined to sign a pre-developers agreement that obligates them to share in TID creation costs Adamany responded that Lynn Holdings already has skin in the game by purchasing the property. He said the City paying for TID creation costs would represent their ‘skin in the game’. Chair Dodd asked for an indication from Commissioners on whether there is support for moving ahead with the proposed north side TID as
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presented. It was the consensus of Commissioners present that City staff move ahead with the proposed new TID to meet the September, 2018 State submittal deadline
5. Discussion and possible action on site plan for Portage Business Improvement District, Parcel #1232.01
Director Sobiek reported that the City’s Business Improvement District (BID) has submitted a site plan to site a 25 ft wide by 20 ft deep accessory structure on the City-owned parking lot at 224 W. Edgewater. This new BID storage structure is necessary due to the elimination of BID’s previous storage area located in the City’s downtown parking ramp, demolished this Spring.
This parcel is zoned B-2 Downtown Business, and has a side and rear lot line setback of 4 ft for accessory structures. Zoning for this district allows accessory structures as an accessory use with the permitted principal land use being a parking lot. Administrator Murphy reviewed the site map and rendering showing the new proposed accessory structure.
Motion by Charles, second by Sulik, to approve the site plan submitted by the Business Improvement District for Parcel #1232.01. Motion passed 6 to 0 on call of the roll. Dodd, Charles, Barthen, Sulik, Tofson, and Zirbes voted yes.
6. Review and Discussion of Historic Overlay Zoning District Chair Dodd reported that the Historic Preservation Committee (HPC) has given preliminary approval to a draft historic overlay district ordinance, as included in the packet. This proposed ordinance change establishes a Historic Overlay Zoning District on properties comprising the Society Hill Historic District and maintains their respective R-3 zoning designation. It prohibits sub division of existing single family homes into a duplex or 2-family dwelling within the District boundaries. Other historical districts may be added in the future to similar overlay districts. The overall goal is to preserve the beautiful historical housing stock in the Society Hill District that helps make Portage special. Administrator Murphy stated that the purpose of this agenda item is to gain the Commission’s feedback and direction as to whether to proceed with this ordinance change, or not. The HPC needs to formally adopt the proposed ordinance and a public hearing will be held before the City Council.
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The HPC will have oversight over implementation and guidelines on the granting of a “certificate of appropriateness” to allow granting of building permits for changes to these designated historic district homes. In addition, an appeals process to HPC decisions on granting “certificates of appropriateness” will allow homeowners to challenge a decision they might disagree with. The HPC will also need to designate the Society Hill District as a City Historic District, which is now a recognized as an historic district at the State level. Charles asked if historic homes outside the Society Hill District boundaries could be included in the zoning overlay district. Administrator Murphy indicated this would be very difficult as certain historical studies and protocol must be utilized for such a boundary extension. This would be an expensive new undertaking. Tofson expressed his overall support for the overlay zoning district but also stated his concern that implementation might be a new costly impact on impacted homeowners in the Society Hill District. It was the consensus of the Plan Commissioners present that this proposed overlay zoning district ordinance should proceed toward adoption.
7. Adjournment.
Motion by Charles, second by Tofson, to adjourn the meeting. Motion passed 6 to 0 on call of the roll. Dodd, Charles, Zarecki, Barthen, Sulik, and Zirbes voted yes.
The meeting concluded at 7:20 p.m.
Respectfully submitted Steven Sobiek, Director, Business Development and Planning
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City of Portage Tourism Promotion Committee Meeting
Tuesday, June 19 2018, 2:00 pm City Municipal Building, 115 West Pleasant Street
Conference Room One Meeting Minutes
Members Present: Mary Havlovic, Carole LaVigne, Dennis Nachreiner, Crystal Tristani and Marianne Hanson 1. Roll call - The meeting was called to order at 2pm by Marty Havlovic. 2. Approval of minutes from previous meeting Motion by Carole, second by Marianne to approve the minutes. Motion carried unanimously on the roll call of 3-0, with Dennis and Crystal abstaining. 3. Public comment none 4. Discussion and action on claims submitted Claims were submitted as $16,909.43 List includes: Silent Sports $350 invoice 33298-05-18, Vector & Ink $2805 WI Summer Guide, Our Wisconsin $986 invoice 1990, Laughlin and Constable $1430 invoice 137240, WI Hotel & Lodging $290 invoice 9422, Silent Sports $305 invoice 33298-04-18, Portage Chamber: walking tour, gov conf, distribution of marketing, text messaging invoice 14757, Our Wisconsin $986 invoice 1898, American Road $689 invoice 2018-11814, WI Bike Fed $500 invoice ADV-07, Silent Sports $305 invoice 33298-03-18, Martin Havlovic 312.38 mileage, Martin Havlovic $225 registration, Capital Newspapers $2250 invoice 3629869, JAG Courts $500 invoice 17792, Madden Media $1671.05 invoice 201708115. Motion by Marianne, second by Dennis to approve the claims as presented. Motion carried unanimously on the roll call of 5-0. 5. Discussion and actions on various marketing items/activities by Portage Area Chamber of Commerce in 2018 budget – A. bubbler fountain downtown – discussion took place on whether tourism would replace bubbler in downtown along Hwy 33. If City of Portage feels the bubbler is needed they should cover the costs to replace. Motion by Dennis, second by Crystal to not pay for a replacement bubbler and to not pay for the monthly water fee. Motion carried unanimously on the roll call of 5-0. B. banners – discussion took place on replacing the street pole banners with cloth material instead of vinyl for longer durability. The committee purchased 30 in the past and about half need repair. $75 each for vinyl and $180 for cloth. Motion by Marianne, second by Crystal to allocate $5500 to replace banners with cloth material and include
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these to cover the Hwy 33 bridge as you come into Portage. Motion carried unanimously on the roll call of 5-0. C. Other Items: - New travel guides were sent to Chicago market – 10,000 - TV ads for Rockford will run for 6 weeks - printed guide is out for the WI Dells area with our Portage ad - ads are out for the Our Wisconsin magazine and continue through November - Silent Sports printed publication ads are out each month through October - WI Bike Fed ads will be out again in July - online campaign for the newspaper sites in Chicago market will start for July and August - Chicago Daily Herald and Milwaukee Journal Sentinel ads were published for June - new event guide and spring/summer travel guides are out for WI Dept of Tourism - In April we greeted a group of 75 at the Best Western for the American Federation of Government Employees meeting. Gave an overview of Portage, along with travel guide and bags -Bicentennial celebration for FWSQ in July with banquet on Friday night and Saturday event at the property - Planning for the June 30 Concert in the Park with fireworks and music by the WI Chamber Orchestra - Crystal informed the committee on new packages that Best Western is now doing with Noah’s Ark and package events with United Healthcare this summer. She also informed the committee that they now have a shuttle which was acquired with the new hotel purchase in WI Dells. - discussion on advertising options for winter promotions with Cascade Mountain 6. Discussion on 2019 budget process Will begin the process at the August meeting 7. Next meeting date – Tuesday, August 7 at 2PM 8. Adjournment The meeting was adjourned at 3PM with a motion by Carole, second by Marianne. Motion carried unanimously on the roll call of 5-0.
Minutes submitted by Marianne Hanson
Date Approved:
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City of Portage Business Improvement District Board of Directors
Wednesday, June 20, 2018, 5:30 p.m. City Municipal Building, 115 West Pleasant Street
Conference Room Two Minutes
Members Present: President-Klay Vehring, VP-Sherry Douglas, Treasurer-Cory Otto, Tracy Fuqua, John Krueger Absent: Jeremy Rusch, Fred Galley, Myrna Hooper Also Present: Elijah Wolfe from Cable TV
1. Roll Call Meeting officially called to order at 5:30pm
2. Discussion and approval of BID Minutes May 9, 2018.
Motion by Director Krueger, second by Director Douglas. No discussion. MOTION PASSED
3. Discussion and possible action on BID Committee Chairman Reports
a. Executive Committee-President Vehring i. Approve revision to by-laws and operational plan
Discussion regarding revisions to the bylaws to include DPI under BID, additional discussion to change the requirements for BID board members including 1) No less than 5 owner occupants, 2) No more than 2 members at large, and 3) No more than 4 non-owner occupants. Motion by Director Otto to approve, Second by Director Krueger, motion passed. Bylaws will be amended by Director Douglas and submitted to the city
ii. Discussion of the city newsletter Discussion of the BID article for the Fall city Newsletter. Submit any ideas to Director Fuqua and she will write the article.
b. Building & Grounds/Streetscape Committee-Chairperson Galley i. Discussion of the monthly Contractor’s Report
Contractors report was reviewed. One planter was run over by a semi and removed. Discussion took place regarding the potential of a paid director for the Farmers market, no action at this time
ii. Discussion and possible action for the storage building, equipment is being stored at President’s house on trailers until the building is up
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Discussion of the BID storage building that will be built on the city lot on Edgewater. Planning commission has approved and we will move forward with the purchase of the building materials, which will include assembling the building.
iii. Snowflakes have arrived. Scott is going to unpack them and work with the city to look at old decorations. Marianne has coordinated with Ron Martin from the City regarding getting the brackets up. Scott is working with the City on unpacking and finding storage for the decorations, as well as taking an inventory of the old decorations. Once the inventory is complete, the disposition of the old decorations will be added to a BID agenda.
c. Grants Committee-Chairperson Krueger
i. Discussion and possible action grant requests No grant requests
d. Marketing Committee-Jeremy Rusch Discussion held regarding the recent summer campaign, including the commercial and print ads. The Chamber is coordinating the marketing for the BID and is rotating each year/season through the businesses in the BID.
4. Brief update on Downtown Portage, Inc. (DPI) Director Fuqua provided an update for the board. Canal days was successful; however, turnout could have been better. Dog Show has been cancelled due to the time of year and the concern of the hot black top on the animals’ pads. Planning for the Wine Walk and Yuletide is underway. Discussion took place regarding the electrical concerns in Commerce Plaza. If events are going to continue in this city park, the electrical will need to be upgraded. Dan Kremer from the city did hand out a map of the breakers at a previous meeting and also indicated that he could research the transformers that are used at Market Square for the Taste of Portage.
5. Discussion of treasurer’s report a. Discussion and possible action on Claims-May 2018
Claims to pay were updated. $125 (invoice 3643927), $364 (invoice 3653351), $208 (3657537), $1375 (invoice 3660085) to Capital Newspapers for the summer marketing campaign; $2218.91(invoice 276474088) to Edgewater Home and Garden for the flowers and planting of the flower boxes; $1000 (invoice 1036132) for Adams Outdoor Advertising for the summer marketing; $1445 (statement date 05/24/18) to Links Greenhouse for baskets. Motion made by Director Krueger to pay bills, seconded by Director Fuqua. Motion passed.
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b. Financials No discussion
6. Adjournment Motion by Director Krueger to adjourn the meeting. Second by Director Otto. MOTION PASSSED, meeting adjourned at 6:09 pm.
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