3.2.22 RESCHEDULED BOARD MEETING
VILLAGE OF ORFORDVILLE
Regular Board Meeting
Wednesday, March 2, 2022 6:00 P.M.
Orfordville Village Hall
Main Board Room
Meeting was rescheduled from February 28, 2022
CALL TO ORDER
President Gary Phillips called the meeting to order at 6:00 p.m. Present were President Phillips, Tina Suiter-Meyers, Beth Schmidt, Terry Gerber, Nikki Tuffree, and Jason Knox. Also present were DPW Director Nick Todd, Chief Brian Raupp, and Clerk Sherri Waege. Officer Lomax arrived at 7:40 p.m. Absent was Cami Myers-Alstat.
AGENDA VERIFICATION
Clerk Waege verified that on March 1, 2022, copies of the agenda were delivered to the President and Trustees; posted at the Library, Village Hall, Orfordville Bank of Brodhead, and the Orfordville Post Office. There were no additions made to the agenda.
MINUTE APPROVAL
Motion by Gerber, seconded by Tuffree to approve the minutes of the Regular Board Meeting of February 14, 2022 and Special Board Meeting of February 21, 2022. Motion carried.
CITIZENS WISHING TO BE HEARD
None.
VILLAGE PRESIDENTS UPDATE
President Phillips explained that he attended the construction meeting for the N. Center Street, N. Richards Street, and intersection of N. Mowe & E. Church Street intersections. Trees are being cut down now. The N. Center Street portion of the project is scheduled to begin on March 15th. Piping for the project and equipment will be stored at the Village Hall. President Phillips explained that new park signs have been ordered for three parks. President Phillips further explained that Alliant Energy is nearly done with replacing poles in the village, new flower planters for downtown are ordered, and two new permits for Mill Valley Subdivision have been granted.
UNFINISHED BUSINESS
None.
NEW BUSINESS
Agenda & Minutes being removed at the Post Office. President Philips explained that this is a pretty serious issue as the Police Committee minutes were taken down two weeks ago, two agendas were removed, and two items were covered up by another posting. President Phillips read the Posting Policy from the Post Office Manual that explains that municipalities are allowed to post their notices at the Post Office. President Phillips further read the state statutes regarding felony for removal of public postings and misdemeanors for tampering with public postings.
Attorney Oellerich explained that the Village has options as far as postings, which includes using the website. Clerk Waege explained that she has no issue posting the agenda on the website to meet the requirements; however, she knows that a lot of residents read the minutes at the Post Office.
Schmidt explained that that Village should not have to worry about the postings at the Post Office. Clerk Waege explained that they are now checking to make sure that the postings at the Post Office stay in place, since the February 28th was cancelled due to the agenda being removed. Schmidt further explained that the Clerk’s Office should not have to check to make sure that the postings are not taken down before meetings. Schmidt further added that she does not like the angst that this situation has created.
President Phillips asked the board for direction on how to proceed with the items being removed. President Phillips suggested following up with the Postmaster in Brodhead, there was no disagreement from the members of the Village Board regarding following up.
FUTURE POSTINGS OF VILLAGE NOTICES
Attorney Oellerich explained that postings can now be posted on the website and in one public place. This would make sure that the postings meet the legal requirements in the event that items are removed again. Clerk Waege explained that she is fine with posting the agendas on the website. Clerk Waege added that she would like to continue to post at the Library and the Post Office as she knows that people go in there to read the minutes. Clerk Waege further explained that, given the situation, the Bank made an exception for us to post there. The bank has stopped the postings due to covid so people are not in close contact in their small entry way. Clerk Waege will check with the Bank to see if that was a temporary thing or if we can continue to post there. Knox suggested that the Village put up an outdoor posting area so that minutes are available outside the Village.
Motion by Gerber, seconded by Tuffree to continue to post at the Library, Village Hall, and Orfordville Post Office, and to also start putting the agendas on the website. Motion carried.
Liquor License for 616 W. Beloit Street. Clerk Waege explained that she has not yet received the background check on the agent for the license. Clerk Waege further explained that she was notified that the closing date was rescheduled prior to this, so it will not be an issue. Motion by Tuffree, seconded by Knox to table to the March 14, 2022 meeting. Motion carried.
Temporary ATV/UTV Route during construction. President Phillips explained that N. Center Street will not be open to ATV/UTV’s during the construction project. President Phillips suggested an alternate route by using N. Wright Street, to Spring Street, crossing Highway 213 onto S. Center Street, driving around the barricade at Well Street and going over to Clark Street. Knox explained that he doesn’t like the idea of encouraging people to go around the barricade at Well Street as we are having an issue with vehicles doing that now. Clerk Waege advised DPW Director Todd that former DPW Director Karl Stuvengen let her know that there are clay storm sewer tiles and also sewer pipes located underground in the area that people are driving around the barricade. DPW Director Todd explained that he is aware of that and recently a car had to be towed out and another one shredded a tire driving through the area. DPW Director Todd further explained that the piping and storm sewer will be replaced with the S. Richards Street construction this summer. President Phillips suggested a more permanent type of block to stop people from driving in the grass to get around the barricade. DPW Director Todd explained that he would like to put an A Frame style barricade up.
DPW Director Todd suggested that the ATV/UTV route be temporarily changed to go up S. Center Street to Walnut Street, and then cross the undeveloped portion of Walnut Street over to Clark Street. DPW Director Todd explained that they will be putting a gravel base down on the undeveloped portion of Walnut Street so that fire trucks can get to that area during construction. DPW Director Todd further added that he would be fine with them crossing the undeveloped portion of Walnut Street all the time. Knox suggested that we pave that section of undeveloped Walnut Street if we are going to offer that. DPW Director Todd explained that that area will be very rough to drive on during the construction project. Knox suggested that we put up an ATV/UTV route sign and authorized vehicle only sign up if we use the undeveloped portion of Walnut Street. Knox added that it should be defined by ordinance if we decide that. President Phillips explained that he thought this was just for during construction and not a long-term thing. Tuffree added that she would be ok with it on a temporary basis.
Motion by Knox to use an alternate route on Well Street for ATV/UTV route. Motion failed as there was no second.
Motion by Knox, seconded by Tuffree to remove the Preferred Route signs on N. Center Street during construction, to relocate the signs during construction for the temporary route of Spring Street, cross Highway 213, onto S. Center Street, and to drive around the barricade at Well Street, then continue over to Clark Street. Motion carried with Suiter-Meyers voting no.
Amend Ordinance 277-7 to require snow removal around fire hydrants. Attorney Oellerich reviewed the draft of the amendment. Motion by Schmidt, seconded by Tuffree to amend Ordinance 277-7 which will now require owners, occupants, or a person in charge of a building, structure, or lot in the Village to remove snow and ice from any fire hydrant upon or directly adjacent to the property to a point no higher than four inches below the lowest outlet hydrant cap and a path thereto from the street. Motion carried.
Amend Chapter 302-27 to amend the Ordinance regarding snow parking and to add the addition of declaring snow emergencies. Attorney Oellerich reviewed the draft of the amendment. Tuffree asked if ATV/UTVs are part of the ordinance. Attorney Oellerich explained that ATV and UTV’s are included as they are a vehicle. Motion by Gerber, seconded by Suiter-Meyers to approve the amendment of Chapter 302-37 which will repeal the former winter parking ordinance in its entirety, and will now give the Public Works Director or his designee the ability to declare Snow Emergencies and will also authorize the Police Department to issue parking violations that park in the streets when a Snow Emergency is declared. Motion carried.
Amend Ordinance 41-12 Regarding Outside Employment for village employees. Attorney Oellerich reviewed the draft of the amendment. Motion by Schmidt, seconded by Gerber to include the sentence that “All probationary employees shall be strictly prohibited from outside employment during their probationary status. Violation of this provision shall be grounds for removal from office of any such office or employee”. Motion carried.
Amend Ordinance 26-9 requiring a full-time officer be at municipal court. Attorney Oellerich reviewed the draft of the amendment. Motion by Tuffree, seconded by Suiter-Meyers to amend Ordinance 26-9 to include “If during any session of the municipal court there is an emergency that requires the officer’s immediate attention, the officer shall leave to report to said emergency. Upon the officer’s departure, the Municipal Judge shall have the option, in the Judge’s sole discretion, to adjourn the ongoing session of the municipal court.” Motion carried.
Creating an ordinance regulating food trucks in the Village. Attorney Oellerich reviewed the draft on the ordinance. Discussion held on locations of the food trucks and Issuing permits. Attorney Oellerich advised the Village Board that they need to draft an application and adopt a Resolution Regarding the permit fee. Tuffree was concerned that the food trucks would have to get a permit for the Movie in the Park night. Schmidt explained that permits are not required for special events. Schmidt further explained that the purpose of the ordinance was to regulate the food trucks that park in town and are not at an event. Attorney Oellerich will make amendments in regard to permits and location. Motion by Knox, seconded by Suiter-Meyers to table to the March 28, 2022 meeting. Motion carried.
Amendments to the Personnel Policy regarding scheduling vacation time, paid time off, and comp time. President Phillips explained that the personnel policy was revised and adopted in 2019 so that everyone would be under the same document and requirements. President Phillips explained that some employees are offered comp time, based on contracts, and some are not. DPW Director Todd explained that his employees are under the new Personnel Policy and do not get comp time. The contracts for the Police Officers allow for up to eighty hours of comp time. There is no policy on salary employees getting comp time. Officer Lomax was present and explained that he is in favor of keeping the comp time. Attorney Oellerich suggested that the Village Board consider amending the Personnel Policy so that each department has their own section, much like school districts do. DPW Director Todd explained that he is not against DPW employees getting comp time in lieu of overtime but is concerned that his employees could get more time off a than salary employees (Department Heads) as they do not get comp time. Motion by Tuffree, seconded by Gerber to create a temporary committee to revise the Personnel Policy based on department, which will include President Phillips, Beth Schmidt, and Tina Suiter-Meyers; Department Heads will be included in the discussion. Motion carried.
TREASURER REPORT
Clerk Waege explained that the January report is not yet available. The reconciliation is mostly done; however, there is an issue with bringing the balances forward from 2021. Clerk Waege further added that she will get with the auditor and the contact that does the village software so that the issue can be addressed. Motion by Tuffree, seconded by Suiter-Meyers to table to March 14, 2022. Motion carried.
VOUCHERS
Knox asked about the voucher for Text My Gov. Clerk Waege explained that it is a new texting option, which was budgeted in General, Water, and Sewer so that residents can be notified of things in the village sooner, such as water having to be shut off for repairs. Motion by Tuffree, seconded by Suiter-Meyers to approve the vouchers with a check range of 34116-34195. Motion carried.
ADJOURN
Motion by Schmidt, seconded by Knox to adjourn at 7:52 p.m. Motion carried.
Submitted by,
Gary Phillips
Village President
Sherri Waege
Village Clerk