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COMMITTEE OF THE WHOLE - MINUTES - 12/12/2002 COMMITTEE OF THE WHOLE – CITY OF MUSKEGO APPROVED MINUTES OF MEETING HELD DECEMBER 12, 2002 Mayor Slocomb called the meeting to order at 7:06 PM. Also present were Aldermen Petfalski, Patterson, Le Doux, Damaske and Schroeder and Clerk-Treasurer Marenda. Aldermen Salentine and Madden were absent. Those present recited the Pledge of Allegiance. The Mayor stated the meeting was noticed in accordance with the open meeting law. Ald. Petfalski moved for approval of minutes of meetings held 9/26/02, 10/3/02, 10/10/02 and 11/14/02. Le Doux seconded; motion carried. NEW BUSINESS Teen Advisory Board Nominations – Interviews and Selection Ald. Petfalski advised there are three positions open on the Board. Last year when the Board was created, seven (7) teens were appointed with staggered terms – four 2-year and three 1-year. Only two candidates have applied to fill the three expired terms. Current member Daniel Luglio and new candidate Danielle Eidler. One additional teen member is needed, and a COW meeting may be held the end of January to interview. The committee interviewed Danielle Eidler. Ald. Petfalski moved for the election of Danielle for a 2-year term on the Board. Ald. Le Doux seconded; motion carried. The committee interviewed Daniel Luglio. Ald. Petfalski moved for the election of Daniel for a 2-year term. Ald. Le Doux seconded; motion carried. Ald. Petfalski explained some of the accomplishments of the Board to date, particularly the creation of the Teen Court. Discuss Muskego High School Gridiron Club Request for Funds The Mayor reported the MHS Gridiron Club wrote to the City on 11/12/02. They raised significant dollars and committed themselves to do a rather significant project at the high school and funded a portion through donations. There is $77,000 outstanding which is personally guaranteed by six members of the Gridiron Club. They are asking the City to consider using landfill funds to pay off this debt for improving the high school football field as they feel this is a quality of life issue. Ald. Petfalski felt this is more of a school district issue, but apparently they are not interested, and offered a proposal. He thought the payments on the $77,000 would be about $1,500/mo. or $18,000 a year. If the school district would commit to half, or $9,000 a year, he proposed to earmark $9,000 a year from the landfill fund, with the contingency that the commitment be one year at a time. Fundraising by the group would need to continue and they will have to approach the City each year for approval. Gridiron Club members present stated they could produce the payment schedules. A comment was made that it would be nice if the Gridiron Club could be the sole seller of concessions until their debt is paid off. The Mayor noted $77,000 is not available from the landfill fund next year, but $9,000 is a possibility. He added that if the tonnage levels drop, we don’t receive the projected revenue, but if increased funds could be made available. Spreading 50/50 over five years makes it do-able. Ald. Patterson agreed the field should be lighted, but felt it is a school issue, not the City’s. Is the City prepared to also help other groups like the MAA? The school district is trying to get as much as possible for the athletic fields, and maybe this $77,000 could be included in the negotiations. Ald. Damaske objected to the comment on behalf of the Committee of the Whole Page 2 Minutes of Meeting Held December 12, 2002 School Board, stating it’s difficult to spend taxpayers’ money to pay this debt. Ald. Patterson said the City has the same concerns. School Board member Paul Oman stated this group approached the School Board with the project and offered to raise the funds for it, and asked why does it become taxpayer responsibility. He advised concessions have been run by students for years. Adults made the decision to take on this debt. He acknowledged that a lot of contractors contributed time and materials, but asked where is the generosity of the fans in attendance at the games. Ald. Damaske said he cannot speak for the School Board, but he would support Ald. Petfalski’s proposal. Mayor believed it’s possible to be looking at different options such as people attending events helping retire the debt. We can provide relief for one year while other approaches are developed to raise funds by the Gridiron Club. Ald. Patterson felt that the more money we take away from the land conservancy program the more expensive it’s going to be in the future. Although he supports the lights, the City has other commitments. A member of the club stated the group was formed in 1998. Long term and short term goals were developed and some small projects were done the first year. Then took on the project of lighting the football field. The large donation from InPro kicked it off. Had to order bleachers in spring to get ready for fall. We thought we wouldn’t have trouble raising the funds. We have tried fund raising, sent out mailers to every graduating seniors’ parents, placed jars in business, knocked on businesses’ doors, held a raffle and dance. Ald. Damaske acknowledged if the club hadn’t done the lighting the School District would have done it at some time. A member of the club stated they made a proposal to the School District that the club would put up the building at no cost for labor or time if the District would purchase the materials. Mr. Terry Buehler-Lupine advised the club got funding from businesses to build the $50,000 press box at no cost to the district. It was also noted that InPro will give the club another $40,000 toward a building. In exchange for our time and material we’d like that $40,000 to retire that debt. Ald. Schroeder felt it’s important that the club continue to try to fund this project. He had ideas for fundraising that he offered to share with the club. The club stated in addition to fundraisers mentioned earlier, they also have sold bricks and bleacher seats that are engraved. Ald. Patterson wondered about the $40,000 from InPro and maybe we could influence the Athletic Field Committee to allow them to do it and School District pay them what it would have cost according to their plans. The building that has been agreed to by the committee is a bathroom facility which the City would participate in, with an area for storage and a concession stand, both of which the City is not interested in, and the District may also not be interested in. Rough estimate is $200,000 for the entire structure, with the City sharing 1/2 of the cost of the facilities portion. Mayor noted the City budgeted money for infrastructure. Ald. Petfalski stated this building isn’t included in that budget, however it may be in the X factor and included in the $450,000. Mayor said if there’s no funding for the building in 2003 we’re not addressing that issue. The full plan could be available at the COW meeting in late January. The schedule for Committee of the Whole Page 3 Minutes of Meeting Held December 12, 2002 discussion of the recommendations of the Athletic Field Committee could be: School Board on 1/20, COW on 1/23; Sub-committee on 1/27 and Council on 1/28/03. UNFINISHED BUSINESS Status of Customer Service Surveys Mayor reported the final drafts were distributed to the Aldermen, and are now being distributed to various departments. In Planning, some will be mailed and some counter pick-up. Self-addressed envelopes with bulk postage are being run. In Building Dept. they will be on the counter and mailed to permit list. Parks & Recreation will use same contact method now used, combining their form and our form. Clerk’s office will be a push to people. They will be in full swing by first of year. The envelopes will come back to the specific departments. There will be follow-up by the department by someone not involved in the issue, and it will be documented. Ald. Le Doux suggested the people be informed at the start of the process that a survey will be sent at the end of the process. Status of High School Athletic Fields Ald. Petfalski reported nothing new to discuss. Ald. Patterson noted the District feels the City should pay on a yearly basis for maintenance of the fields year-round. Craig Anderson is reviewing that request. Review Status of Community Center project Nothing new to report Discuss Status of Old Muskego Settlement Centre (Facilities Agreement/Lease) Mayor informed the committee he is working on the second draft of the facilities agreement. New Berlin Drainage and Storm Water Issues Mayor advised this is still at the DNR for response on the ultimate design which bypasses the existing stream and goes through the detention pond. Received note they are running out of money at the design end because of all the changes, so we’ll need to work with New Berlin and the consultants to come up with funds and work this out. Discuss Streetscape – Gateways to City Ald. Le Doux reported on the Tess Corners gateway. Mayor noted when plans are received from the County, he will send them to Council and Plan Commission as to the size and location of the sidewalk/bike path determination. Continued Discussion on Moorland Road Corridor-Janesville to McShane Mayor reported project mostly completed. There are some issues to work out with berming and trees on Moorland Road bordering Rosewood to provide visual and acoustical screening. Continued Discussion on Durham Drive – McShane to 00 Mayor advised the design is continuing. Unsure at this time if we’ll get state or federal funding. Lake Fees Study Committee Update Mayor stated Jay Erdmann is unable to meet until after the first of the year. Committee of the Whole Page 4 Minutes of Meeting Held December 12, 2002 Update on Power Plat Proposals Mayor informed the committee there is no news since comments at the Council meeting on Tuesday. Continue Discussion of Future Goals of the Council Ald. Petfalski reported he passed out a list of the Goals to the Community Development Authority (CDA) for their information. Communications and Miscellaneous Business as Authorized by Law A joint meeting with the Committee of the Whole and Plan Commission will be held on January 9, 2003 at 7:00 PM to review proposed changes to residential zoning districts, which is part of the entire recodification of the zoning code which reaches out to other codes. Basically this portion will be a consolidation of residential zoning districts. rd On January 23 a regular COW meeting will be held, including interviews of additional candidates for the Teen Advisory Board, and final report of the High School Athletic Fields Exploration Committee. Ald. Patterson moved to adjourn at 8:55 PM. Ald. Petfalski seconded; motion carried. Respectfully submitted, Jean K. Marenda, CMC Clerk-Treasurer