COMMON COUNCIL MEETING
SUN PRAIRIE COMMON COUNCIL
COUNCIL CHAMBERS
300 EAST MAIN STREET
SUN PRAIRIE, WI 53590
TUESDAY, AUGUST 5, 2014
7:00 PM
1. CALL TO ORDER AND ROLL CALL
2.
PLEDGE OF ALLEGIANCE
3. CONSIDERATION OF APPROVAL OF MINUTES:
Approval of Common Council Minutes of July 15, 2014
Approval of Common Council Minutes of July 22, 2014
4. BILLS PRESENTED FOR PAYMENT
Bills presented for payment are represented in one warrant totaling: $821,688.02.
5. PETITIONS, COMMUNICATIONS AND REMONSTRANCES
A. Citizens Appearance/Public Comment
B. Regular Operator's Licenses
6. BUSINESS OF THE MAYOR
A. Report of the Mayor
B. Proclamation: Recognizing the Sun Prairie Boys Baseball Team
C. Proclamation: Recognizing the Sound of Sun Prairie
7. COMMITTEE REPORTS:
A. COMMITTEE OF THE WHOLE
1. Resolution authorizing the renewal of the Youth Center Lease Agreement with the Sun Prairie Area
School District.
(Resolution attached in regard to same)
2. Resolution to approve an application for a “Class B” Fermented Malt Beverage and Intoxicating Liquor
License from GNF Management LLC for Monk’s Bar and Grill, 2832 Prairie Lakes Dr.
(Resolution attached in regard to same)
3. Resolution authorizing submittal of a grant application for the purpose of funding urban and
community forestry projects or urban forestry catastrophic storm projects.
(Resolution attached in regard to same)
4. Resolution approving an application from Sun Prairie Lions Club for a Temporary or Transient Special
Event Permit for the Blues Fest on September 13, 2014, along with a Class “B” Retailer’s License to
sell fermented beverages in conjunction with the event.
(Resolution attached in regard to same)
5. Ordinance repealing and recreating Section 10.16.080 – Parking of Vehicles Over Ten Thousand
Pounds or Twenty Two Feet restricted.
(Ordinance attached in regard to same)
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6. Resolution authorizing a budget amendment for professional services relating to the creation of TIF 11.
(Resolution attached in regard to same)
B. FINANCE COMMITTEE
1. Resolution approving a Cash Handling Policy.
(Resolution attached in regard to same)
2. Resolution authorizing a budget amendment in the amount of $134,610.00 for the purchase of
salt and contracted services for 2014.
(Resolution attached in regard to same)
C. PUBLIC WORKS COMMITTEE
1. Resolution approving a budget amendment to increase the funding amount for the Liberty Square
Stormwater Improvements.
(Materials to be distributed)
2. Resolution approving the partial release of an existing sanitary sewer easement at 360 S. Legacy Way.
(Materials to be distributed)
8. REPORTS OF CITY OFFICERS
9. UNFINISHED BUSINESS/REFERRED ITEMS
A. File #12,034 - Postponed from the July 8, 2014 Common Council Meeting Resolution approving a memorandum of understanding with Town of Burke with respect to cost sharing for
the reconstruction of County Hwy C.
(Resolution attached in regards to same)
B. File #12,054 - Tabled from the July 22, 2014 Common Council Meeting Resolution approving a Development Agreement with Inform Product Development, Inc, for land Purchase
and development of Lot 49 Sun Prairie Business Park 5th Addition.
(Resolution attached in regards to same)
10. NEW BUSINESS
11. ANNOUNCEMENTS
12. ADJOURNMENT
NOTE:
Please note that, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and
services. For additional information or to request this service, contact the City Clerk’s Office, 300 East Main Street, Sun Prairie WI 53590 (608)
837-2511
NOTE:
It is possible that members of and a possible quorum of members of other governmental bodies of the municipality may be
in attendance at the above stated meeting to gather information; no action will be taken by any governmental body at the above stated meeting
other than the governmental body specifically referred to above in this notice.
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SUN PRAIRIE COMMON COUNCIL PROCEEDINGS
SUN PRAIRIE, WISCONSIN 53590
JULY 15, 2014
Mayor Freund was present and presided over the Common Council Meeting. The meeting was called to order at
7:01 p.m. in the Municipal Building, Council Chambers, 300 East Main Street.
Alderpersons present:
Alderpersons absent:
Staff present:
Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske, Weber
None
Administrator, Aaron Oppenheimer
City Attorney, Mark Leonard
Deputy City Clerk, Arrin Linzenmeyer
Director of Administrative Services, Connie Dekemper
Engineering Director, Daryl Severson
Planning Director, Scott Kugler
Police Chief, Scott Faust
Public Works Director, Lee Igl
2.
PLEDGE OF ALLEGIANCE:
Mayor Freund led the Pledge of Allegiance.
3.
CONSIDERATION OF APPROVAL OF MINUTES:
Ald. Polenske made a motion to approve the minutes of the Council Meeting from July 8, 2014.
Seconded by Ald. Hutkowski. Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN: None
4.
BILLS PRESENTED FOR PAYMENT
Ald. Hutkowski made a motion to approve the warrants totaling $1,504,365.43.
Seconded by Ald. Guyant. Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN: None
5.
PETITIONS, COMMUNICATIONS AND REMONSTRANCES.
A. Citizen’s Appearance/Public Comment - None
B. Regular Operator’s License – Ald. Weber made a motion to approve the Regular Operator’s licenses as follows:
•
•
•
•
•
•
B14-272
B14-273
B14-274
B14-275
B14-276
B14-277
Doyle, Shanahan T
Elifritz, Annika A
Stoker, Matt T
Phillips, Amy R
Stubbendick, Kevin W
Allen, Bret W
Burracho's
The Nitty Gritty
The Nitty Gritty
Buck and Honey's
Lost Court Coffee Bar & Grill
Buck and Honey's
Seconded by Ald. Hutkowski. Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
5
ABSTAIN:
None
6.
BUSINESS OF THE MAYOR
A. Report of the Mayor – The Mayor recognized the recent Bacon, Brew & BBQ event, which he felt was a success.
B. Presentation of 10-year service recognition award to Alderman Zachary Weber - Mayor Freund recognized Ald.
Weber on his years of service to the City.
7.
A.
COMMITTEE REPORTS
PLANNING COMMISSION
FILE NUMBER 12,041
Scott Kugler, on behalf of the Joint Extraterritorial Zoning Commission, entered the following report pertaining to an
Ordinance approving an amendment of the Sun Prairie - Town of Windsor ETJ Area Official Extraterritorial Zoning
Map rezoning a 1/2 acre remnant of property located at the back of the property at 6265 Winding Way (LOT 64
Terrace Park) from Agriculture 35-acre to Estate Residential.
OVERVIEW:
On Tuesday, July 8, the Joint Extraterritorial Zoning Committee held a public hearing to consider a request by the Town of
Windsor to rezone a ½ acre remnant of property located at the back of the property at 6265 Winding Way, Town of Windsor.
JOINT EXTRATERRITORIAL ZONING COMMITTEE FINDINGS:
The Committee reviewed the request and found that it complies with all applicable regulations.
TOWN OF WINDSOR RECOMMENDATION:
The rezone was approved by the Town Plan Commission on April 22, 2014. The Town Board approved the rezone at their
May 15, 2014 meeting.
JOINT EXTRATERRITORIAL ZONING COMMITTEE RECOMMENDATION:
After carefully reviewing the request and after making its findings, the Committee voted to recommend that the City Council
approve the request to rezone. An ordinance is attached.
Ald. Hutkowski made a motion to approve Ordinance #568; an amendment of the Sun Prairie - Town of Windsor ETJ
Area Official Extraterritorial Zoning Map rezoning a 1/2 acre remnant of property located at the back of the property at
6265 Winding Way (LOT 64 Terrace Park) from Agriculture 35-acre to Estate Residential.
Petitioner: TOWN OF WINDSOR - W1405-01
Second by Ald. Frank.
AYE:
NAY:
ABSENT:
ABSTAIN:
None
Motion passed upon roll call of the following vote:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
None
None
B.
PLANNING COMMISSION
FILE NUMBER 12,042
Ald. Fassbender, on behalf of the Planning Commission, entered the following report pertaining to a Resolution
approving a Conditional Use Permit to allow the construction of a 2,055 square foot Dunkin Donuts with a drive-thru
facility (In-Vehicle Sales and Service Use) on the same lot as Dorn Hardware at 926 Windsor Street.
OVERVIEW:
On Tuesday, July 8, the Plan Commission held a public hearing to consider a request by TJK Design Build, Inc. for approval
of a Conditional Use Permit (CUP) that would allow the construction of Dunkin Donuts with a drive-thru at 926 Windsor
Street.
PLAN COMMISSION FINDINGS:
The Plan Commission found that the request for approval of the CUP complies with the requirements of the City of Sun
Prairie’s Zoning Ordinance and other applicable plans and regulations.
PLAN COMMISSION RECOMMENDATION:
After carefully reviewing the request and after making its findings, the Plan Commission voted to recommend that the City Council
conditionally approve the requested CUP with the removal of condition #11 and the addition of a condition requiring stone on the
angled wall on the west elevation.
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Ald. Polenske made a motion to approve Resolution 14/115, a Conditional Use Permit to allow the construction of a
2,055 square foot Dunkin Donuts with a drive-thru facility (In-Vehicle Sales and Service Use) on the same lot as Dorn
Hardware at 926 Windsor Street.
Petitioner: TJK DESIGN BUILD, INC. - PC14-2151
Seconded by Ald. Hutkowski.
The following registrations were in support and available to answer questions:
Jeremy Alsaker, 220 Kay Drive, Waunakee,WI, on behalf of Dunkin Doughnuts
John Bieno, 634 West Main Street, Madison, WI, on behalf of TJK Design Build
Thomas Dorn, 926 Windsor Street, Sun Prairie, WI, on behalf of Dorn True Value
Ald. Gage stated she was excited about this addition, and questioned if the increase in traffic in this lot was looked at.
Kugler stated they didn’t do a full traffic study, but it was looked at extensively. He stated the Planning Commission
had concerns about stop signs and traffic control in that area as well. Kugler stated that all the backing up that may
happen will happen on private property, rather than on public streets. He stated he thought the traffic would be evenly
spread out. Ald. Gage stated her concern on Davison was there would be bottle neck of people leaving McDonald’s
and Dunkin Doughnuts at the same time.
Ald. Fassbender stated the last week he voted “no” at Plan Commission, and stated there was too much, with too little
in this area. He stated deliveries weren’t even considered last week. He stated there are 22 seats in the facility, with
only seven parking stalls. He stated there hasn’t been enough thought in this area and he would be voting against this.
He stated this building will be a real disaster in this location.
Ald. Guyant thanked Ald. Fassbender and stated he is in that area several times a week and has a difficult time in that
area. He questioned if a traffic study was done after the building was built, could anything be done. He stated he
would be voting “no” as well.
Ald. Weber questioned the applicants and indicated he thought they were also looking at another area. Alsaker stated
they were looking at another location on Hwy C as well, and indicated why they chose this location.
Ald. Weber questioned if this did go through, if Dorn Hardware was still in compliance with parking. Kugler stated
the Dollar Store was actually on a different parcel, and Dorn was still in compliance. Kugler stated one of the issues
that came out was the parking in the back. It was determined that would be used for employees. Kugler stated the
sales that take place along the road by Davison Drive would be removed.
Ald. Weber pointed out, that this is what we want. It’s a commercial area and doesn’t affect the residential area. He
stated any parking congestion would take place on private property and suspected the property owners would work it
out. He stated he felt this area could really use a spark, since the area hasn’t had any new construction in several years.
Ald. Polenske questioned the traffic study that was discussed and the traffic lights in that area. Kugler explained the
lane configurations and the lights and also the stop signs in that area. Ald. Polenske stated she originally had concerns,
but felt there was a good opportunity to get in the correct lane after you’ve exited. She stated she would be voting in
favor of the request.
Ald. Fassbender stated the parking that was referenced wasn’t always on private property. McDonald’s patrons are
sometimes backed up all the way to the intersection. He stated after the construction, they are going to realize they are
making a mistake.
Ald. Frank questioned Kugler on the traffic lanes when you exit onto Davison Drive. Kugler confirmed that wasn’t his
call.
Ald. Guyant stated he goes into that area several times a week, and is often backed up.
7
Mayor Freund pointed out that the time of day they were looking at was 6am – 9:30am. He stated the impact on traffic
in terms of the lunch rush wouldn’t be affected too much. He thanked the applicants for making the changes to the
exterior. He stated it’s a way to create density on that parcel and he stated this was a positive for this parcel.
John Bieno, TJK Design Build, stated that most of the people were already using that area, not coming from out of
town. He also stated Dorn has agreed to remove the outside displays.
Jeremy Alsaker, stated they have thought very hard about the parking, the deliveries, snow removal, traffic analysis.
He stated all parking of cars will stack on private parking areas. He stated most of the employees will be parking in the
back.
Motion passed upon roll call of the following vote:
AYE:
Weber, Frank, Gage, Hutkowski, Polenske
NAY:
Fassbender, Guyant
ABSENT:
None
ABSTAIN: None
FILE NUMBER 12,043
Ald. Fassbender, on behalf of the Planning Commission, entered the following report pertaining to a Resolution
approving a Conditional Use Permit to allow an accessory building of over 1,000 SF (A 1,200 SF detached garage) on
property located in the Suburban Residential (SR-4) Zoning District at 226 South Street.
OVERVIEW:
On Tuesday, July 8, the Plan Commission held a public hearing to consider a request by John Otto for approval of a
Conditional Use Permit (CUP) to allow the applicant to build a 1,200 square foot detached garage at 226 South Street.
PLAN COMMISSION FINDINGS:
The Plan Commission found that the request for approval of the CUP complies with the requirements of the City of Sun
Prairie’s Zoning Ordinance and other applicable plans and regulations.
PLAN COMMISSION RECOMMENDATION:
After carefully reviewing the request and after making its findings, the Plan Commission voted to recommend that the City Council
conditionally approve the requested CUP.
Ald. Fassbender made a motion to approve Resolution 14/116, a Conditional Use Permit to allow an accessory building
of over 1,000 SF (A 1,200 SF detached garage) on property located in the Suburban Residential (SR-4) Zoning District
at 226 South Street.
Petitioner: JOHN W. OTTO - PC14-2165
Seconded by Ald. Polenske.
Ald. Fassbender stated there was some discussion regarding the size of the walls. Kugler confirmed the standards that
were required.
Ald. Weber stated he was supportive of this request; and verified the applicant was aware of the requirements.
Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN:
None
FILE NUMBER 12,044
Ald. Fassbender, on behalf of the Planning Commission, entered the following report pertaining to an ordinance
approving an amendment of the approved General Development Plan for Golden Meadows to change the allowable
land use from Institutional to Commercial for property located at 2602 S. City Station Drive.
8
OVERVIEW:
On Tuesday, July 9, the Plan Commission held a public hearing to consider a request by Loeder Oil Company for approval of an
amendment to the approved General Development Plan (GDP) for Golden Meadows to change the allowable land use for property
located at 2602 S. City Station Drive.
PLAN COMMISSION FINDINGS:
The Plan Commission found that the request for approval of the GDP amendment complies with the requirements of the City of
Sun Prairie’s Zoning Ordinance and other applicable plans and regulations provided the conditions of approval listed in the
attached ordinance are met in full by the applicant.
PLAN COMMISSION RECOMMENDATION:
After carefully reviewing the request and after making its findings, the Plan Commission voted to recommend that the City Council
conditionally approve the requested GDP amendment. An ordinance is attached.
Ald. Fassbender made a motion to approve Ordinance #569, an amendment of the approved General Development Plan
for Golden Meadows to change the allowable land use from Institutional to Commercial for property located at 2602 S.
City Station Drive.
Petitioner: LOEDER OIL COMPANY - PC14-2167
Seconded by Ald. Polenske.
Ald. Fassbender questioned the application and if they were consolidating two lots together. Kugler confirmed he
wasn’t sure how many lots it would be split into.
Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN:
None
FILE NUMBER 12,045
Ald. Fassbender, on behalf of the Planning Commission, entered the following report pertaining to a resolution
approving a Conditional Use Permit to operate a Bed and Breakfast establishment along with staff residence on
property located in the Business District Redevelopment Overlay District at 114 W. Main Street.
OVERVIEW:
On Tuesday, July 8, the Plan Commission held a public hearing to consider a request by 114 W. Main Street, LLC for
approval of a Conditional Use Permit (CUP) to operate a bed and breakfast establishment on property located at 114 W. Main
Street.
PLAN COMMISSION FINDINGS:
The Plan Commission found that the request for approval of the CUP complies with the requirements of the City of Sun
Prairie’s Zoning Ordinance and other applicable plans and regulations.
PLAN COMMISSION RECOMMENDATION:
After carefully reviewing the request and after making its findings, the Plan Commission voted to recommend that the City Council
conditionally approve the requested CUP.
Ald. Fassbender made a motion to approve Resolution 14/117, a Conditional Use Permit to operate a Bed and
Breakfast establishment along with staff residence on property located in the Business District Redevelopment Overlay
District at 114 W. Main Street.
Petitioner: 114 W. MAIN STREET, LLC - PC14-2170
Seconded by Ald. Gage.
The following registrants were in support and available to answer questions:
David Baehr, 2616 Happy Valley Road, on behalf of Baehr Operations
Tony Hudzinksi, 1349 N. Thompson Road, on behalf of Ski’s Saloon
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Ald. Guyant questioned the parking agreement that is referenced. He questioned if there was adequate parking.
Kugler stated there was plenty of parking; and stated they’d like to have it in writing in case the two lots were sold
separately.
Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN:
None
FILE NUMBER 12,046
Ald. Fassbender, on behalf of the Planning Commission, entered the following report pertaining to a resolution
approving a Conditional Use Permit to operate a beer garden with outdoor dining and a take-out restaurant on property
located in the Business District Redevelopment Overlay District at 100 and 104 W. Main Street.
OVERVIEW:
On Tuesday, July 8, the Plan Commission held a public hearing to consider a request by Hudlewski Investments, LLC for
approval of a Conditional Use Permit (CUP) to operate a beer garden with outdoor dining and a take-out restaurant on
property located at 100 and 104 W. Main Street.
PLAN COMMISSION FINDINGS:
The Plan Commission found that the request for approval of the CUP complies with the requirements of the City of Sun
Prairie’s Zoning Ordinance and other applicable plans and regulations.
PLAN COMMISSION RECOMMENDATION:
After carefully reviewing the request and after making its findings, the Plan Commission voted to recommend that the City Council
conditionally approve the requested CUP.
Ald. Fassbender made a motion to approve Resolution 14/118, a Conditional Use Permit to operate a beer garden with
outdoor dining and a take-out restaurant on property located in the Business District Redevelopment Overlay District at
100 and 104 W. Main Street.
Petitioner: HUDLEWSKI INVESTMENTS, LLC - PC14-2171
Seconded by Ald. Gage.
The following registrants were in support and available to answer questions:
David Baehr, 2616 Happy Valley Road, on behalf of Baehr Operations
Tony Hudzinksi, 1349 N. Thompson Road, on behalf of Ski’s Saloon
Ald. Fassbender stated there was a lot of discussion at the Planning Commission. But this was an exciting addition and
would add to the downtown.
Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Polenske
NAY:
None
ABSENT:
Hutkowski
ABSTAIN:
None
FILE NUMBER 12,047
Ald. Fassbender, on behalf of the Planning Commission, entered the following report pertaining to a resolution
approving a Precise Implementation Plan to allow the development of an Automated Teller Machine (ATM) and night
drop box along with an associated drive aisle at 326 S. Grand Avenue.
OVERVIEW:
On Tuesday, July 8, the Plan Commission held a public meeting to consider a request by Starion Financial for approval of a
Precise Implementation Plan to construct an automated teller machine (ATM) and associated drive aisle on property located
at 326 S. Grand Avenue.
10
PLAN COMMISSION FINDINGS:
The Plan Commission found that the request for approval of the PIP complies with all the zoning requirements and other
applicable plans and regulations provided the conditions of approval listed in the attached resolution are met in full by the
applicant.
PLAN COMMISSION RECOMMENDATION:
After carefully reviewing the request and after making its findings, the Plan Commission voted to recommend that the City Council
conditionally approve the requested PIP.
Ald. Fassbender made a motion to approve Resolution 14/119, a Precise Implementation Plan to allow the
development of an Automated Teller Machine (ATM) and night drop box along with an associated drive aisle at 326 S.
Grand Avenue.
Petitioner: STARION FINANCIAL - PC14-2168
Seconded by Ald. Frank. Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Polenske
NAY:
None
ABSENT:
Hutkowski
ABSTAIN:
None
C.
COMMITTEE OF THE WHOLE
FILE NUMBER 12,048
Ald. Polenske, on behalf of the Committee of the Whole, entered the following report pertaining to a Resolution
authorizing the construction of two pickle ball and courts at Wyndham Hills Park and a budget amendment in the
amount of $23,000 to provide funding for the project.
This evening the Committee of the Whole met to consider a recommendation from staff to move forward with construction of two
pickle ball courts.
In the 2014 Park Fund Budget, the Recreation Department allocated $30,000 for the construction of two pickle ball courts in Wyndham
Hills Park.
In June 2014, the department solicited bids to complete the project. Two qualified bids were received.
Contractor
Payne & Dolan, Inc.
Munson, Inc.
Bid
$ 53,000.00
$ 65,996.00
Due to the difference between the budgeted amount and the low bid, staff recommends the following budget amendment be made to the
Parks Fund budget for the additional payment of the new pickle ball court this year:
Parks Fund
Increase Fund Balance Applied
Increase Park Improvements
$23,000
$23,000
After careful review and consideration, the Committee moved to recommend that City Council authorize staff to move forward with the
pickle ball court project and also authorize the requested budget amendment.
Ald. Polenske made a motion to approve Resolution 14/120; authorizing the construction of two pickle ball courts at
Wyndham Hills Park and a budget amendment in the amount of $23,000 to provide funding for the project, with an
amendment to include awarding the project to the low bidder, Payne & Dolan.
Seconded by Ald. Guyant. Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN:
None
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FILE NUMBER 12,049
Ald. Polenske, on behalf of the Committee of the Whole, entered the following report pertaining to a Resolution
approving CivicPlus as consultant for Development of City Website and to authorize budget amendments to provide
prerequisite funding for the project.
On Tuesday, July 8, 2014 the Committee of the Whole met to discuss approval of CivicPlus as the consultant for development of the
City website and to consider budget amendments to provide prerequisite funding for the project.
In April, 2014 the City Council authorized administration to distribute a request for proposals (RFP) for consultant services for the
purpose of designing a new website. The City received twelve proposals from web development firms. After reviewing the proposals
and participating in an onsite demonstration, the City’s website committee determined that CivicPlus provided the best benefit for the
City. CivicPlus estimates that it will take approximately six months to develop and implement the new website.
CivicPlus provides a three-year payment option at no additional cost to the City. The development cost as well as the annual
maintenance expense would require a funding commitment of $23,096 per year for the first three years. After three years, the City
would only be obligated to fund the annual maintenance charge of $7,324.
Funding for the website will come from budget amendments from six different sources in 2014. The next two years of payments will
be included in the appropriate budget.
Ald. Polenske made a motion to approve Resolution 14/121; approving CivicPlus as consultant for Development of
City Website and to authorize budget amendments to provide prerequisite funding for the project.
Seconded by Ald. Gage. Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN:
None
FILE NUMBER 12,050
Ald. Polenske, on behalf of the Committee of the Whole, entered the following report pertaining to a resolution
approving an application for a Class “A” Fermented Malt Beverage License from Liberty Square Station, LLC, dba
Liberty Square Station, 1354 N. Bird Street - Lakhbir Singh, agent.
On Tuesday, July 8, 2014, the Committee of the Whole held a public hearing to consider an application for a Class “A” Fermented Malt
Beverage License from Liberty Square Station, LLC, dba Liberty Square Station, 1354 N. Bird Street - Lakhbir Singh, agent.
The public hearing opened at 5:38 p.m.
The public hearing closed at 5:39 p.m.
The appropriate departments have conducted the required inspections and investigations. They have noted that there is nothing in the
investigations or inspections at this time to prohibit the issuance of the license.
The applicant will be required to pay a proration of the fees once the license is approved by the Common Council and prior to the
issuance of said license.
Staff recommends that this application be approved with the contingencies noted in the attached Resolution.
1. The owner must provide proof of access or ownership of the building.
2. The appropriate fees must be paid at the time of issuance.
3. The agent shall provide proof of completion of the Beverage Servers Training Course.
4. The applicant shall provide a copy of their Sellers Permit.
5. The applicant shall provide a copy of their final Health Department inspection/approval.
6. The owner shall provide proof of an Occupancy Permit from the Building Department.
7. The owner shall comply with all requirements as set forth by the Building Code.
8. The owner shall comply with all requirements as set forth by the Fire Code.
9. The owner shall comply with Planning requirements with the labeling of a handicap parking stall and screening of a dumpster.
10. The owner shall comply with all State, County and City ordinances, laws, and policies.
After careful review and consideration, the Committee moved to recommend that City Council approve the license with the
contingencies noted.
Ald. Polenske made a motion to approve Resolution 14/122; an application for a Class “A” Fermented Malt Beverage
License from Liberty Square Station, LLC, dba Liberty Square Station, 1354 N. Bird Street - Lakhbir Singh, agent.
12
Seconded by Ald. Hutkowski.
The following registrant was in support and available to answer questions
Lakhbir Singh, 3050 Saddle Brook Trail, Sun Prairie, WI, on behalf of Liberty Square Gas Station
Ald. Weber requested from staff that the actual application be included in the packet in the future.
Ald. Fassbender questioned if the license was changing, it was confirmed it was the same as the last license holder.
Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
ABSENT:
None
ABSTAIN:
None
FILE NUMBER 12,051
Ald. Polenske, on behalf of the Committee of the Whole, entered the following report pertaining to a resolution
approving an application from VFW Post 9362 for a Temporary Class “B” Retailers License to sell fermented malt
beverages in conjunction with the Sweet Corn Festival at Angell Park August 14-17, 2014.
On Tuesday, July 1, 2014, the Committee of the Whole met to consider approval of an application from VFW Post 9362 for a Temporary
Class “B” Retailer’s License for the sale of fermented malt beverages at the Sweet Corn Festival, August 14-17, 2014, at Angell Park.
The application has been reviewed by the appropriate departments. All comments are included in the Report of the City Clerk.
After careful review and consideration, the Committee moved to recommend that City Council approve the application with the
contingencies and exemptions noted in the staff report and the attached Resolution, including allowing fermented malt beverages to be
sold in 12 oz. cans which are opened by the server.
Ald. Polenske made a motion to approve Resolution 14/123; an application from VFW Post 9362 for a Temporary
Class “B” Retailers License to sell fermented malt beverages in conjunction with the Sweet Corn Festival at Angell
Park August 14-17, 2014.
Seconded by Ald. Weber.
Ald. Weber pointed out a typo, and wanted to make sure an amendment didn’t need to be made based on the process.
Attorney Leonard stated he didn’t see a need for the process to change.
Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN:
None
FILE NUMBER 12,052
Ald. Polenske, on behalf of the Committee of the Whole, entered the following report pertaining to a resolution
approving an application from the Chamber of Commerce for a Transient or Temporary Special Event Permit and
Carnival License for the Sweet Corn Festival at Angell Park August 14-17, 2014.
On Tuesday, July 1, 2014, the Committee of the Whole met to consider approval of an application from the Sun Prairie Chamber
of Commerce for a Transient or Temporary Special Event and Carnival License for the Sweet Corn Festival, August 14-17, 2014,
at Angell Park.
The application has been reviewed by the appropriate departments. All comments and recommendations are included in the
Report of the City Clerk.
After careful review and consideration, the Committee moved to recommend that City Council approve the application with the
contingencies as noted in the Report of the City Clerk, and in the attached Resolution.
13
Ald. Polenske made a motion to approve Resolution 14/124; an application from the Chamber of Commerce for a
Transient or Temporary Special Event Permit and Carnival License for the Sweet Corn Festival at Angell Park August
14-17, 2014.
Seconded by Ald. Hutkowski.
Ald. Weber questioned the Police Department’s ability to charge back the Chamber for services. Ald. Polenske stated
the Police Chief stated at a previous meeting that they would be present at the event.
Ald. Weber stated he just wanted to make sure it was consistent with all the events. Mayor Freund stated he felt it
should be consistent as well. Oppenheimer stated they were keeping track of costs and expenses incurred by each
event. Ald. Weber requested that after each event, they be forwarded that information regarding costs.
Ald. Fassbender confirmed that basically the only charge backs were in regards to liquor.
Motion passed upon roll call of the following vote:
AYE:
Weber, Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske
NAY:
None
ABSENT:
None
ABSTAIN:
None
8.
REPORTS OF CITY OFFICERS
9.
UNFINISHED BUSINESS/REFERRED ITEMS
FILE NUMBER 12,034 - Postponed from the July 8, 2014 Common Council Meeting –
Resolution approving the Dane County Highway design concept and cost sharing proposal for the reconstruction of
CTH C between STH 19 and Egre Road.
10.
NEW BUSINESS
11.
ANNOUNCEMENTS
12. ADJOURNMENT
Upon motion of Ald. Hutkowski to adjourn the meeting at 8:06pm, seconded by Ald. Frank. Motion passed
unanimously by acclamation.
I hereby certify that the foregoing was action of the Common Council on the 15th day of July, 2014.
Jonathan Freund, Mayor
________________________________________
Arrin Linzenmeyer, Deputy City Clerk
________________________________________
Diane Hermann-Brown, City Clerk
Minutes approved as distributed at the August 5, 2014 Council meeting.
Published: August 15, 2014
14
-SUN PRAIRIE COMMON COUNCIL PROCEEDINGS
SUN PRAIRIE, WISCONSIN 53590
JULY 22, 2014
Mayor Freund was present and presided over the Common Council Meeting. The meeting was called to order at
6:19 p.m. in the Municipal Building, Council Chambers, 300 East Main Street.
Alderpersons present:
Alderpersons absent:
Staff present:
Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske, Weber
None
Administrator, Aaron Oppenheimer
City Attorney, Mark Leonard
City Clerk, Diane Hermann-Brown
Planning Director, Scott Kugler
Neil Stechschulte, Economic Development Director
2.
PLEDGE OF ALLEGIANCE:
Mayor Freund led the Pledge of Allegiance.
3.
CONSIDERATION OF APPROVAL OF MINUTES:
4.
BILLS PRESENTED FOR PAYMENT
5.
PETITIONS, COMMUNICATIONS AND REMONSTRANCES.
A. Citizen’s Appearance/Public Comment - None
6.
BUSINESS OF THE MAYOR
A. Report of the Mayor – the Mayor encouraged everyone to attend the Taste of Sun Prairie on the upcoming weekend.
7.
A.
COMMITTEE REPORTS
COMMITTEE OF THE WHOLE
FILE NUMBER 12,053
Ald. Polenske, on behalf of the Committee of the Whole, entered the following report pertaining to an ordinance
repealing and recreating Section 2.08.110 – Special Meetings.
On Tuesday, July 15, 2014, the Committee of the Whole met to consider approving an ordinance repealing and recreating
Section 2.08.110 – Special Meetings.
The revision is to permit notice of Special Common Council meetings to be sent by electronic mail to each member of the
Council, in addition to the current options of delivery to him or her personally, or left at his or her usual place of abode.
After review and consideration, the Committee moved to recommend that City Council approve the ordinance as presented.
Ald. Polenske made a motion to approve Ordinance #570; repealing and recreating Section 2.08.110 – Special
Meetings.
Seconded by Ald. Hutkowski.
Ald. Guyant clarified that this will negate the officers having to hand deliver Special Meeting notices.
Motion passed upon roll call of the following vote:
Aye:
Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske, Weber
Nay:
None
Absent:
None
Abstain:
None
15
The following individual was available to answer questions to the next agenda items:
Dave Glusick, 999 Fourier Drive, Madison: representing Vierbicher.
FILE NUMBER 12,054
A development agreement with Inform Product Development, Inc, for land purchase and development of Lot 49 Sun
Prairie Business Park 5th Addition.
Neil Stechschulte stated there were a number of changes that were requested which should be finalized within the
week. He stated staff was requesting the item to be “tabled” and placed on an upcoming agenda.
Ald. Weber made a motion to “table” the Development Agreement with Inform Product Development, Inc, for land
purchase and development of Lot 49 Sun Prairie Business Park 5th Addition.
Seconded by Ald. Frank. Motion passed upon roll call of the following vote:
Aye:
Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske, Weber
Nay:
None
Absent:
None
Abstain:
None
B.
PUBLIC WORKS COMMITTEE
Ald. Hutkowski moved to approve a consent agenda for the following three items. Second by Weber.
Motion by Ald. Fassbender to approve the following three Development Agreements. Seconded by Ald. Frank.
FILE NUMBER 12,055
Resolution 14/126; approving the Development Agreement for Ironwood Estates Phase 1 & 2.
FILE NUMBER 12,056
Resolution 14/125; approving the Development Agreement for Smith’s Crossing Phase 6.
FILE NUMBER 12,057
Resolution 14/127; approving the Development Agreement for Smith’s Crossing Phase 12.
Motion passed upon roll call of the following vote:
Aye:
Fassbender, Frank, Gage, Guyant, Hutkowski, Polenske, Weber
Nay:
None
Absent:
None
Abstain:
None
8.
REPORTS OF CITY OFFICERS
9.
UNFINISHED BUSINESS/REFERRED ITEMS
FILE NUMBER 12,034 - Postponed from the July 8, 2014 Common Council Meeting –
Resolution approving the Dane County Highway design concept and cost sharing proposal for the reconstruction of
CTH C between STH 19 and Egre Road.
No action taken
10.
NEW BUSINESS
11.
ANNOUNCEMENTS
12.
ADJOURNMENT
Upon motion of Ald. Hutkowski to adjourn the meeting at 6:27 pm, seconded by Ald. Frank. Motion passed
unanimously by acclamation.
16
I hereby certify that the foregoing was action of the Common Council on the 22nd day of July, 2014.
Jonathan Freund, Mayor
________________________________________
Diane Hermann-Brown, City Clerk
Minutes approved as distributed at the August 5, 2014 Council meeting.
Published: August 15, 2014
17
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19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
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Council Licensing Listing
Lic No.
Name
Business
Regular Operator's License(s)
B14-278
B14-279
B14-280
B14-281
B14-282
B14-283
Johnson, Charles M.J.
Cannon, Yolanda E
Ives, Lori L
Jessberger, Kenneth P
Latendresse, Katelyn M
Kugler, Christine M
Buck and Honey's
Kelley Williamson Mobil
Prairie Athletic Club
Pit Stop Pub
Ski's Saloon
Prairie Athletic Club
Thursday, July 31, 2014
Page 1 of 1
41
WHEREAS, The Sound of Sun Prairie has established a history of great accomplishments and
endeavors, since 1972 when they were formed; and
WHEREAS, The Sound of Sun Prairie obtained the 2014 Mid-American Competing Band Director’s
Association (MACBDA) Grand Champions; they also won other first and second place awards in
competition during the season. The Sound also obtained caption awards during the season for Best
Music Performance, Best Music General Effect, Best Color Guard, Best Percussion, and Best Front
Line; and
WHEREAS, the members of the directing staff, the countless parents and volunteers working with the
students of The Sound of Sun Prairie have unselfishly given their time and themselves for the
purpose of supporting this quest for this group of High School students, providing them this positive
adventure and learning experience; and
WHEREAS, The Sound of Sun Prairie is further recognized for their efforts to benefit the Sunshine
Place by raising over $2,000 in their “Gives Back” carwash which was conducted in four locations on
a cold and stormy day; and
WHEREAS, the students have proven their everlasting dedication to their fellow band members, their
school, their community, and their love of music and have demonstrated their ability to work together
and succeed; and
FURTHERMORE, the students have represented the Sun Prairie community in a most exemplary
manner and have proven to be positive ambassadors for the City of Sun Prairie across the mid-west
and Canada.
NOW, THEREFORE, I, Jonathan Freund, by virtue of the authority vested in me as Mayor, do hereby
officially congratulate THE SOUND OF SUN PRAIRIE for another successful season, and thank the
members for representing the City in such a positive manner. I call upon all the citizens of our City
to join me in saluting and congratulating the members and staff of the Sun Prairie High School
SOUND OF SUN PRAIRIE.
IN TESTIMONY WHEREOF, I have hereunto set my hand
and caused the seal of the City of Sun Prairie to be
affixed on this the 5th day of August, 2014.
Jonathan Freund
Mayor
42
WHEREAS, the Sun Prairie High School Cardinal Boys Baseball Team has achieved great
accomplishments during the 2013-2014 High School year. The Team has achieved the
ultimate goal of becoming the WIAA Division I State Baseball Champions for the third year
in a row; and
WHEREAS, the greatness of the Sun Prairie High School Baseball Team is due in large measure
to the willingness of the team, coaching staff, parents and volunteers who have worked
together to achieve an ultimate objective by unselfishly giving of their time and of themselves
for the purpose of supporting this quest for this group of High School students providing
them a positive adventure and learning experience; and
WHEREAS, the team members and coaches displayed a tremendous amount of hard work,
teamwork, and talent in their efforts to achieve this goal with hardwork and dedication and
commendable perseverance which are admiral qualities for their lives on and off the baseball
diamond; and
WHEREAS, the team members have proven their everlasting dedication to their fellow team
members and school, as well as demonstrating their ability to work together and succeed. The
team members have represented the Sun Prairie community in a most exemplary manner and
their championship has made the State of Wisconsin, very proud!
NOW THEREFORE, I, Jonathan Freund, Mayor of the City of Sun Prairie, do hereby offer the
highest congratulations to the Sun Prairie High School Boys Baseball Team members and
coaches for this distinguished accomplishment of being the State Champions.
IN TESTIMONY WHEREOF, I
have hereunto set my hand and
caused the seal of the City of Sun
Prairie to be affixed on this the 5th
day of August 2014.
Jonathan Freund, Mayor
43
July 16, 2014
To: Mayor and City Council
From:
________________________________________
Mary Polenske, Council President
Members, Committee of the Whole:
Russell Fassbender
George Frank
Andrea Gage
Alan Guyant
Hariah Hutkowski
Mary Polenske
Zachary Weber
SUBJECT:
YOUTH CENTER LEASE AGREEMENT WITH THE SCHOOL DISTRICT
On Tuesday, July 15, 2014, the Committee of the Whole met to consider renewing the lease
agreement with the Sun Prairie Area School District for use of the Youth Center located in the former
middle school, 160 South Street. The site is used by the YMCA for their after school programs.
The City’s involvement is through the Youth & Families Commission. The lease is for the 20142015 school year, and is a continuation of the agreement that is currently in force. There is no charge for
rent.
After review and consideration, the Committee moved to recommend that City Council authorize
renewal of the agreement.
Aye: Weber(1) Hutkowski(2) Fassbender, Frank, Gage, Guyant, Polenske
Nay: None
2014 0805 lease with school district for youth center
45
CITY OF SUN PRAIRIE, WISCONSIN
A RESOLUTION AUTHORIZING
THE RENEWAL OF THE
YOUTH CENTER LEASE AGREEMENT
WITH THE
SUN PRAIRIE AREA SCHOOL DISTRICT
Presented:
August 5, 2014
Adopted:
August 5, 2014
File No:
Res No:
RESOLUTION
WHEREAS, on Tuesday, July 15, 2014, the Committee of the Whole met to consider renewing
the lease agreement with the Sun Prairie Area School District for use of the Youth Center located in the
former middle school. The site is used by the YMCA for their after school programs; and
WHEREAS, the City involvement is through the Youth & Families Commission. The lease is
for the 2014-2015 school year, and is a continuation of the agreement that is currently in force. There is
no charge for rent; and
WHEREAS, after review and consideration, the Committee moved to recommend that City
Council authorize renewal of the agreement.
NOW, THEREFORE, BE IT RESOLVED that the Common Council of the City of Sun
Prairie, Dane County, Wisconsin, hereby authorizes the renewal of the lease agreement.
APPROVED: _________________________________
Jonathan Freund, Mayor
Date Approved: August 5, 2014
Date Signed: August ___, 2014
This is to certify that the foregoing resolution was approved by the Common Council of the City of Sun
Prairie at a meeting held on the 5th day of August, 2014, and was submitted for signatures on the day of
August, 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
46
July 30, 2014
To: Mayor and City Council
From: ________________________________________
Mary Polenske, Council President
Members, Committee of the Whole:
Russell Fassbender
George Frank
Andrea Gage
Al Guyant
Hariah Hutkowski
Mary Polenske
Zachary Weber
SUBJECT:
“CLASS B” FERMENTED MALT BEVERAGE AND INTOXICATING LIQUOR
LICENSE FOR MONK’S BAR AND GRILL
On Tuesday, July 29, 2014, the Committee of the Whole held a public hearing to
consider an application for a “Class B” Fermented Malt Beverage and Intoxicating Liquor
License from GNF Management LLC for Monk’s Bar and Grill, 2832 Prairie Lakes Dr.
The public hearing opened at 5:31 p.m.
The public hearing closed at 5:32 p.m.
The appropriate departments have conducted the required inspections and
investigations and recommend the approval of the licenses with the conditions noted in the staff
report.
After careful review and consideration, the Committee moved to recommend that City
Council approve the application with the contingencies noted in attached Resolution.
The appropriate prorated fees must be paid at the time of issuance.
This will be a Reserve "Class B" License which will require the $10,000 payment at the
time the license is issued.
3. The agent shall provide proof of completion of the Beverage Servers Training Course.
4. The applicant must provide proof of access or ownership of the building.
5. The applicant shall work with the Police Department and resolve any Security Plan or other
operation issues.
6. The applicant shall provide proof of Department of Health Inspection compliance.
7. The applicant shall comply with Building Code requirements as set forth by the Building
Inspector.
8. The applicant shall comply with Fire Code requirements as set forth by the Fire Inspector.
9. The applicant shall comply with Planning Division requirements.
10. The applicant shall comply with all State, County and City Ordinances, laws, and policies.
1.
2.
Aye:
Nay:
Absent:
Guyant(1) Gage(2) Fassbender, Hutkowski, Polenske, Frank
None
Weber
2014 0805 Monk’s “Class B” Fermented Malt Beverage License and Intoxicating Liquor License
47
48
49
50
51
City of Sun Prairie, Wisconsin
A RESOLUTION APPROVING A “CLASS B”
FERMENTED MALT AND INTOXICATING
LIQUOR LICENSE FOR
MONK’S BAR AND GRILL,
LOCATED AT
2832 PRAIRIE LAKES DRIVE
Presented:
August 5, 2014
Adopted:
August 5, 2014
File Number:
Resolution No:
RESOLUTION
WHEREAS, on Tuesday, July 29, 2014, the Committee of the Whole held a public hearing to consider an
application for a “Class B” Fermented Malt Beverage and Intoxicating Liquor License for:
GNF MANAGEMENT, LLC
MONK’S BAR AND GRILL
2832 PRAIRIE LAKES DRIVE
AGENT: GREGORY FRANKOV
WHEREAS, the Public Hearing opened at 5:31 pm, and closed at 5:32pm. There was no one wishing to speak; and
WHEREAS, the appropriate departments have conducted the required inspections and investigations and recommend
the approval of the licenses with the conditions noted in the staff report; and
WHEREAS, after careful review and consideration, the Committee moved to recommend that City Council
approve the “Class B” Intoxicating Beverage and Class “B” Fermented Malt Beverage License for Monk’s Bar and
Grill, 2832 Prairie Lakes Drive, with the contingencies recommended by staff:
1.
2.
3.
4.
5.
6.
7.
8.
9.
The appropriate prorated fees must be paid at the time of issuance.
This will be a Reserve “Class B” License which will require the $10,000 payment at the time the license is issued.
The agent shall provide proof of completion of the Beverage Servers Training Course.
The applicant must provide proof of access or ownership of the building.
The applicant shall work with the Police Department and resolve any Security Plan or other operation issues.
The applicant shall provide proof of Department of Health Inspection compliance.
The applicant shall comply with Building Code requirements as set forth by the Building Inspector.
The applicant shall comply with Fire Code requirements as set forth by the Fire Inspector.
The applicant shall comply with Planning Division requirements.
• A Zoning Permit shall be obtained through the City’s Planning Division. In addition to the submittal of a
completed application form and a filing fee, plans for the restaurant shall be filed for staff approval as an
addendum to the previously approved PIP prior to any work commencing on the restaurant improvements.
• The applicant shall provide a statement indicating that more than 50% of the anticipated revenues from the
facility are expected to come from the sale of food and other non-alcoholic products. If more than 50% of the
revenues are to come from alcohol sales then the outdoor seating area would be classified as a beer garden
and subject to different fencing/enclosure requirements that have not been approved for the front of this
building.
10. The applicant shall comply with all State, County and City Ordinances, Laws, and Policies.
NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Sun Prairie, Dane County,
Wisconsin, hereby approves the a “Class B” Fermented Malt Beverage and Intoxicating Liquor License for Monk’s Bar
and Grill, 2832 Prairie Lakes Drive, agent Gregory Frankov.
APPROVED:
52
__________________________________________
Jonathan Freund, Mayor
Date Approved: August 5, 2014
Date Signed: August ___, 2014
This is to certify that the foregoing resolution was approved by the Common Council of the City of Sun Prairie at a meeting
held on the 5th day of August, 2014, and was submitted for signatures on the ____day of August, 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
53
July 30, 2014
To: Mayor and City Council Members
From:
________________________________________
Mary Polenske, Council President
Members, Committee of the Whole:
Russell Fassbender
George Frank
Andrea Gage
Al Guyant
Hariah Hutkowski
Mary Polenske
Zachary Weber
SUBJECT:
GRANT APPLICATION FOR FINANCIAL ASSISTANCE FOR FUNDING
URBAN AND COMMUNITY FORESTRY PROJECTS OR URBAN FORESTRY
CATASTROPHIC STORM PROJECTS
On Tuesday, July 29, 2014, the Committee of the Whole met to consider approving submittal of an
application requesting financial assistance for the purpose of funding urban and community forestry
projects or urban forestry catastrophic storm projects.
On June 18, 2014 the city of Sun Prairie was hit by high winds and torrential rains. During this event,
Sun Prairie had a multitude of trees and power lines knocked down and blocking city streets. The clean-up for
the event is still occurring. The DNR is offering a grant to cover the labor cost of tree and limb removal, stump
grinding and the future cost of tree replacement, along with equipment we used, rented and purchased, and
contracted services. The grant range is from $4,000 to $50,000 and staff is showing eligible expenses over
$52,000.
A Resolution is required to authorize a representative from the City of Sun Prairie to file the urban
forestry grant application on behalf of the applicant. The representative must be an official or employee of
the municipality.
The Committee moved to authorize Aaron Oppenheimer, City Administrator, to act on its behalf to
submit an application to the Department of Natural Resources for financial assistance, sign the necessary
documents, and submit a final report.
Aye: Weber(1) Hutkowski(2) Fassbender, Frank, Gage, Guyant, Polenske
Nay: None
2014 0805 forestry grant application
54
CITY OF SUN PRAIRIE, WISCONSIN
A RESOLUTION TO AUTHORIZE APPLYING
FOR FINANCIAL ASSISTANCE FOR FUNDING
URBAN AND COMMUNITY FORESTRY
PROJECTS OR URBAN FORESTRY
CATASTROPHIC STORM PROJECTS
Presented:
August 5, 2014
Adopted:
August 5, 2014
File No:
Res No:
RESOLUTION
WHEREAS, on Tuesday, July 29, 2014, the Committee of the Whole met to consider approving
submittal of an application requesting financial assistance under s. 20.370, Wis. Stats., Chapter NR 47,
Wis. Admin. Code, for the purpose of funding urban and community forestry projects or urban forestry
catastrophic storm projects; and
WHEREAS, a Resolution is required to authorize a representative from the City of Sun Prairie
to file the urban forestry grant application on behalf of the grant applicant. The representative must be an
official or employee of the municipality.
NOW, THEREFORE, BE IT RESOLVED that the Common Council of the City of Sun
Prairie, Dane County, Wisconsin, hereby authorizes Aaron Oppenheimer, City Administrator, to act on
its behalf to submit an application to the Department of Natural Resources for financial assistance under
s. 20.370, Wis. Stats., Chapter NR 47, Wis. Admin. Code; sign necessary documents; and submit a final
report.
APPROVED: _________________________________
Jonathan Freund, Mayor
Date Approved: August 5, 2014
Date Signed: August ___, 2014
This is to certify that the foregoing Resolution was approved by the Common Council of the City of Sun
Prairie at a meeting held on the 5th day of August, 2014, and was submitted for signatures on the day of
August, 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
55
July 30, 2014
To: Mayor and City Council
From:
________________________________________
Mary Polenske, Council President
Members, Committee of the Whole:
Russell Fassbender
George Frank
Andrea Gage
Alan Guyant
Hariah Hutkowski
Mary Polenske
Zachary Weber
SUBJECT:
APPLICATION FOR TRANSIENT OR TEMORARY SPECIAL EVENT PERMIT
AND TEMPORARY CLASS “B” RETAILER’S LICENSE FOR BLUES FEST
On Tuesday, July 29, 2014, the Committee of the Whole met to consider approval of an
application from the Sun Prairie Lions Club for a Temporary Class Retailer’s License to Sell Fermented
Malt and Wine Beverages in conjunction with an application for a Transient or Temporary Special Event
Permit for the Blues Fest at Angell Park on Saturday, September 13, 2014.
The application has been reviewed by EMS, the Fire Department and the Police Department. All
comments are included in the attached Report of the City Clerk.
After careful review and consideration, the Committee moved to recommend that City Council
approve the application with the contingencies and exceptions noted in the Report of the City Clerk.
1. A single four-foot snow fence is allowed around the consumption area that adjoins the
permanent fencing at the location.
2. Fermented malt beverages may be sold in 12 or 16 oz. cans which are opened by the server.
3. Wine coolers may be sold in plastic bottles with the caps removed by the server.
4. The sale of bottles of wine may be allowed contingent upon the Police Department working
with the Lion’s Club to work out details of that request.
In addition, the applicant will provide, at their expense, two off-duty City law enforcement officers
from 5:30 p.m. to 10:30 p.m. The cost of the officer’s time will be billed to the organizers of the event.
Aye: Weber(1) Hutkowski(2) Fassbender, Frank, Gage, Polenske
Nay: Guyant
2014 0805 temporary or transient special event permit and temp class B for Blues Fest
56
58
59
60
61
62
63
64
65
City of Sun Prairie, Wisconsin
A RESOLUTION APPROVING
A TEMPORARY CLASS “B”/”CLASS B”
RETAIL LICENSE TO SELL FERMENTED
MALT AND WINE BEVERAGES, ALONG
WITH A TRANSIENT/TEMPORARY
SPECIAL EVENT PERMIT FOR THE
ANNUAL SUN PRAIRIE BLUES FESTIVAL
BEING HELD ON SEPTEMBER 13, 2014
Presented:
August 5, 2014
Adopted:
August 5, 2014
File Number:
Resolution No.:
RESOLUTION
WHEREAS, an application for a Temporary Class “B” / “Class B” Retail License to sell fermented
malt and wine beverages and a Transient/Temporary Special Event Permit have been filed with the City Clerk
for:
SUN PRAIRIE LIONS CLUB
SUN PRAIRIE BLUES FESTIVAL
SEPTEMBER 13, 2014
WHEREAS, the necessary inspections and investigations have been completed. It is recommended
that a Temporary Class ”B”/ “Class B” Retailer’s License and a Temporary Special Event Permit be approved
with the following contingencies as noted by City staff:
Hours
The permit will be for September 13, 2014
- Set up of event 7:00am to 12:00am
- Actual start of event –
11:00am to 10:30pm
- Alcohol sales at event 11:00am to 10:00pm
Alcohol Being Served
- Wine will be sold in one liter bottles and will be poured into a plastic serving container.
- Wine will be sold in one liter bottles and will be poured into a plastic serving pitchers.
- Fermented Malt Beverages sold by the can which has been opened by the server.
- Wine Coolers sold in plastic bottles, with the caps removed by the server.
- No other types of alcohol will be allowed to be served/consumed at the event.
- Customers are not allowed to leave the designated Sales or Consumption area with open containers of alcohol.
- A single 4’ around the festival area, with a controlled point of ingress and egress in accordance with the
attached site plan
Alcohol License Posted
The alcohol license shall be posted and viewable at the point of sale.
Alcohol Sales/Off Premise Consumption The applicant understands that unopened bottle sales for off premise consumption - must be sold in the original
package and there is no limit on the volume purchased. S.S. 125.51(10) allows sale by the glass or in the original
container; a person sampling a wine may then purchase a sealed bottle/case for off premises consumption, from
the retailer, should he/she decide to do so. Any fermented malt or wine beverages on the premises at the end of
the event is the retailer's and may not be returned to the winery/wholesaler; consignment sales are prohibited
under s. 125.69(4))b.2.
Amplified sound or music There will be amplified music/bands during hours of operation contained in the Serving/Consumption Area as
noted on the attached site plan.
66
Fire Safety
1. Ensure emergency vehicle access to all active areas of event (including large fire apparatus).
a. Do not block fire hydrants, fire lanes or sprinkler system intake valves.
2. In enclosed or access controlled areas (audience area for band/beer sales area)-ensure that there is adequate
emergency exiting based on size of enclosed area/anticipated crowd size.
3. In enclosed or access controlled areas (audience area for band/beer sales area)-ensure that there is adequate
emergency exiting based on size of enclosed area/anticipated crowd size.
a. General formula to determine capacity (occupant load) in open seating assembly area: Total Square
footage of enclosed area divided by 15sqft/person.
b. Occupant load will determine number of emergency exits needed
4. Ensure staff knows, understands and follows emergency plans.
5. Fire extinguishers will be located in each food stand (if used). tent/trailer that has a possible source of
ignition, and also by the main exit area of the tent.
6. Food service may be under a tent, grills or other open flame cooking devices may not (They can be adjacent
to tent but not directly underneath).
a. Warming units (Nesco cookers, hot dog rollers, etc...) may be under tent if no open flame is used
7. Portable (gas powered) generators may not be operated inside of tents.
a. If a portable generator is underneath a roof or weather protective area, no more than two sides may be
enclosed.
b. No public access to generator or fuel.
8. Electrical circuits are not to be overloaded.
a. All electrical work should be reviewed and approved of by licensed electrician
b. Limit use of extension cords/power strips/multi-plugs
9. All amplifiers, lights, mixing boards or any other equipment used during event shall be used in accordance
with their listed use, and manufacturer’s recommendations. This includes cooking equipment/any other
equipment used during event.
10. NO pyrotechnics are to be used as part of a performance or demonstration unless specific written permission
has been granted by the Fire Department.
Food Vending
It will be the responsibility of the applicant/participants to secure the appropriate food vending
permit/inspections from the Department of Health.
Insurance
The applicant will provide a certificate of insurance coverage for this event as required by the Finance Director
holding the city harmless.
Licensed Bartender
1. The applicant understands a City of Sun Prairie Licensed Bartender/Operator is required in the Serving/
Consumption area at all times.
2. The licensed operator will be responsible for all sales and consumption requirements at the event.
3. A licensed operators will supervise individuals at each point of sale, for the purpose of determining whether
each person who attempts to purchase alcohol is of the legal drinking age or older and to supervise the sale
of the alcohol.
On Ground Security
- Two uniformed officers will staff the event from 5:30pm to 10:30pm, at the organizer’s expense.
- Security will be supplemented with designated event volunteers during the event.
- The applicant will work with the Police, Fire and EMS Departments to implement communication, access,
security, safety and emergency response during the event.
Parking of vehicles (spectator and event) Organizers will park vehicles related to this event in such a manner as to allow emergency vehicles to gain access
to all areas open to the public during the event.
Purchasing of Alcohol
The applicant understands that fermented malt beverages must be purchased from a licensed distributor, if
purchasing wine/beer out of state; it must be purchased from a wholesaler in accordance to State Statutes.
Refuse and Recycling
The applicant will be responsible for the containment of refuse/recycling materials.
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Restrooms/Sanitation
It shall be the responsibility of the applicant to provide portable restrooms and sanitation stations as
designated by the Building Inspector and Department of Health.
Signage required – minimum signage requirements as follows:
Posted at the:
Serving Consumption
Perimeter
Area
Area
of Area
“No Alcohol Beverages Beyond This Point”
XX
“No alcohol beverage Carry-in’s Allowed”
XX
“Anyone purchasing or consuming alcohol
XX
must have their identification verified
and receives a wristband.”
“No smoking” signs posted at the main entrance and
focal points of any structure and combustible fuel area
Underage Persons
- Persons entering the Sales/Consumption Area will have their identity/age verified.
- Persons of legal alcohol consumption age will receive a wristband after their ID is verified.
- No persons under the legal drinking age will be assisting in the sale or distribution of fermented malt
beverages at any point of sale.
Other items Applicant will comply with all provisions of Federal, State, County and City laws/ordinances/policies
Number
of Signs
4-6
3-6
5-10
5-10
APPROVED: _________________________________
Jonathan Freund, Mayor
Date Approved: August 5, 2014
Date Signed: August ___, 2014
This is to certify that the foregoing resolution was approved by the Common Council of the City of Sun Prairie at a
meeting held on the 5th day of August, 2014, and was submitted for signatures on the ____day of August, 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
68
July 23, 2014
To: Mayor and City Council Members
From:
________________________________________
Mary Polenske, Council President
Members, Committee of the Whole:
Russell Fassbender
George Frank
Andrea Gage
Al Guyant
Hariah Hutkowski
Mary Polenske
Zachary Weber
SUBJECT:
ORDINANCE REPEALING AND RECREATING SECTION SECTION 10.16.080 –
PARKING OF VEHICLES OVER TEN THOUSAND POUNDS OR SIXTEEN
FEET RESTRICTED
On Tuesday, July 22, 2014, the Committee of the Whole met to consider approving an ordinance
repealing and recreating Section 10.16.080 – Parking of Vehicles Over Ten Thousand Pounds or Sixteen Feet
Restricted.
The revision increases the length of vehicles that are permitted to park on city strees from 16 feet to
22 feet.
After review and consideration, the Committee moved to recommend that City Council approve the
ordinance as presented.
Aye: Frank(1) Guyant(2) Fassbender, Gage, Hutkowski, Polenske, Weber
Nay: None
2014 0603 Ord 10.16.080 parking of vehicles on streets
City of Sun Prairie, Wisconsin
Presented:
AN ORDINANCE REPEALING AND
RECREATING SECTION 10.16.080 PARKING OF VEHICLES OVER
TEN THOUSAND POUNDS OR
SIXTEEN TWENTY-TWO FEET
RESTRICTED
Adopted:
Publication:
File Number:
Ordinance No.:
ORDINANCE
The Common Council of the City of Sun Prairie, Dane County, Wisconsin, hereby ordains as follows:
SECTION 1. That Section 10.16.080 is hereby repealed and recreated as follows: (Additions are noted by underline,
deletions are noted by overstrike.)
Section 10.16.080 Parking of vehicles over ten thousand pounds or sixteen twenty-two feet restricted.
A. No person owning or having control of any truck, trailer, truck power unit, tractor, bus or recreation vehicle, or
any other vehicle or combination of vehicles, in excess of ten thousand (10,000) pounds gross weight, or over sixteen
(16) twenty-two (22) feet in length, or having an enclosed area of a height of more than eight feet from the roadway, shall
park same upon any street, avenue or public way in the city except upon those streets within a business district as defined
by Section 340.01, Wisconsin Statutes, between the hours of six p.m. and seven a.m. One hour parking will be allowed
between seven a.m. and six p.m. The provisions of this subsection shall not be deemed to prohibit the lawful parking of
such equipment upon any street, avenue or public way in the city for the actual loading or unloading of goods, wares or
merchandise, providing, however, the "loading" and "unloading," as used in this section, shall be limited to the actual
time consumed in such operation. The common council may, however, designate specific truck parking zones.
B. Any vehicle unlawfully parked under subsection A of this section may be removed from the street by order of the
chief of police, and the expense of so moving and storing such vehicle shall be paid by the operator or owner of such
vehicle as a forfeiture in addition to the penalties hereinafter prescribed.
SECTION 2. Effective Date. This Ordinance shall become effective upon passage and publication as provided by law.
APPROVED: _____________________________________
Jonathan Freund, Mayor
Date Approved: ___________________
Date Signed: __________________
This is to certify that the foregoing ordinance was approved by the Common Council of the City of Sun Prairie at a
meeting held on the ________ day of ____________________, 2014, and was submitted for signatures on the
________ day of ____________________, 2014.
____________________________________________
Diane J. Hermann-Brown, City Clerk
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July 30, 2014
To: Mayor and City Council
From:
________________________________________
Mary Polenske, Council President
Members, Committee of the Whole:
Russell Fassbender
George Frank
Andrea Gage
Alan Guyant
Hariah Hutkowski
Mary Polenske
Zachary Weber
RE:
BUDGET AMENDMENT FOR PROFESSIONAL SERVICES RELATING TO
THE CREATION OF TIF 11
On Tuesday, July 29, 2014, the Committee of the Whole met to consider a
budget amendment for professional services relating to the creation of TIF 11.
Due to a variety of economic factors and actions by private owners, the valuation
of TIF 10 has dropped to a point where creation of positive TIF increment that could be
used to fund projects is not currently financially viable. To address this issue and allow
the City to be in a position to utilize TIF to assist in the redevelopment of the Main Street
corridor, staff is recommending creating TIF 11 on an identical boundary as TIF 10, and
closing TIF 10 early. This will allow the City to reset the base value and maximize the
number of years available to make expenditures and generate revenue.
Staff is recommending that a budget amendment to the Economic Development
Department budget in the amount of $12,150 be approved ($9,500 in Professional
Services costs related to contracting with Ehler’s, and $2,650 to cover TIF related
Wisconsin Department of Revenue filing fees). This will allow for covering anticipated
expenses related to the creation of TIF 11 in 2014, which will eventually be reimbursed
by TIF 11 when adequate revenues are available in the TIF.
After careful review and consideration, the Committee of the Whole moved to
recommend that City Council authorize the budget amendment in the amount of $12,150.
General Fund
Increase Economic Development – Professional Services
Decrease Finance – Contingency
(This may be recovered from TIF #11 once created)
$12,150
$12,150
Aye: Hutkowski(1) Frank(2) Fassbender, Gage, Guyant, Polenske, Weber
Nay: None
2014 0805 TIF budget amendment
71
CITY OF SUN PRAIRIE, WISCONSIN
A RESOLUTION AUTHORIZING
A BUDGET AMENDMENT FOR
PROFESSIONAL SERVICES RELATING TO
THE CREATION OF TIF 11
Presented:
August 5, 2014
Adopted:
August 5, 2014
File No:
Res No:
RESOLUTION
WHEREAS, On Tuesday, July 29, 2014, the Committee of the Whole met to consider a budget
amendment for professional services relating to the creation of TIF 11; and
WHEREAS, due to a variety of economic factors and actions by private owners, the valuation of
TIF 10 has dropped to a point where creation of positive TIF increment that could be used to fund
projects is not currently financially viable; and
WHEREAS, to address this issue and allow the City to be in a position to utilize TIF to assist in
the redevelopment of the Main Street corridor, staff is recommending creating TIF 11 on an identical
boundary as TIF 10, and closing TIF 10 early. This will allow the City to reset the base value and
maximize the number of years available to make expenditures and generate revenue; and
WHEREAS, staff is recommending that a budget amendment to the Economic Development
Department budget in the amount of $12,150 be approved ($9,500 in Professional Services costs related
to contracting with Ehler’s, and $2,650 to cover TIF related Wisconsin Department of Revenue filing
fees). This will allow for covering anticipated expenses related to the creation of TIF 11 in 2014, which
will eventually be reimbursed by TIF 11 when adequate revenues are available in the TIF.
General Fund
Increase Economic Development – Professional Services
Decrease Finance – Contingency
(This may be recovered from TIF #11 once created)
$12,150
$12,150
NOW, THEREFORE, BE IT RESOLVED that the Common Council of the City of Sun Prairie,
Dane County, Wisconsin, hereby authorizes a budget amendment for professional services relating to the
creation of TIF 11.
APPROVED: _________________________________
Jonathan Freund, Mayor
Date Approved: August 5, 2014
Date Signed: August ___, 2014
73
This is to certify that the foregoing resolution was approved by the Common Council of the City of Sun
Prairie at a meeting held on the 5th day of August, 2014, and was submitted for signatures on the day of
August, 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
-2-
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July 23, 2014
To: Honorable Mayor and Common Council
From: Finance Committee
Members, Finance Committee:
Russell Fassbender
George Frank
Hariah Hutkowski
Mary Polenske
Zachary Weber
RE:
CASH HANDLING POLICY
On Tuesday, July 22, 2014, the Finance Committee met to consider a Cash
Handling Policy.
The policy has been written for city-wide cash collection sites including the first
and second floor of City Hall, Parks and Recreation Department, Family Aquatic Center,
and a review of the current policies at the Police Department. The Finance Department
intends to make visits to all of the cash collection sites to write customized procedures
for each site, with the exception of the Police Department given that they have policies in
place already. It is the intent of the Finance Department to make annual site visits to
review the procedures at each site.
After careful review and consideration, the Finance Committee moved to
recommend that City Council approve the Cash Handling Policy.
Aye: Fassbender(1) Frank(2) Hutkowski, Polenske
Nay: None
Absent: Weber
2014 0805 cash handling policy
75
City of Sun Prairie, Wisconsin
Presented: August 5, 2014
RESOLUTION APPROVING A
CASH HANDLING POLICY
Adopted: August 5, 2014
File Number:
Resolution No.:
RESOLUTION
WHEREAS, on Tuesday, July 22, 2014, the Finance Committee met to consider a Cash Handling
Policy; and
WHEREAS, the policy has been written for city-wide cash collection sites including the first and
second floor of City Hall, Parks and Recreation Department, Family Aquatic Center, and a review of the
current policies at the Police Department; and
WHEREAS, the Finance Department intends to make visits to all of the cash collection sites to
write customized procedures for each site, with the exception of the Police Department given that they
have policies in place already. It is the intent of the Finance Department to make annual site visits to
review the procedures at each site; and
NOW, THEREFORE, BE IT RESOLVED that the Common Council of the City of Sun Prairie,
Dane County, Wisconsin, hereby approves the Cash Handling Policy.
APPROVED: _________________________________
Jonathan Freund, Mayor
Date Approved: August 5, 2014
Date Signed: August _____, 2014
This is to certify that the foregoing Resolution was approved by the Common Council of the City of
Sun Prairie at a meeting held on the 5th day of August 2014 and was submitted for signatures on the
______day of August 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
77
City of Sun Prairie Cash Handling Policy
Title: Cash Handling Policy
Policy Source: Finance Committee
Application: Financial Management
Indexed as: Cash Handling Policy
Creation Date: July 22, 2014
Revision Date:
Total Pages: 5
1. General Policy and Purpose
This policy pertains to all officials or managers responsible for managing City of Sun Prairie cash
receipts; all employees who are entrusted with the receipt, deposit and reconciliation of cash for
City-related activities.
To prevent mishandling of City funds and to safeguard and protect employees from
inappropriate charges of mishandling funds.
b. To clearly define employee responsibilities in the cash handling process.
c. Included in the definition of cash are the following: coin, currency, checks, money orders, credit
cards, electronic funds transfers, and all cash equivalents.
a.
All funds received on behalf of the City of Sun Prairie must be deposited at the finance office, 300 E.
Main St, Second Floor, in accordance with procedures set up herein. This includes, but is not limited
to, proceeds received from sales, services, gifts, grants, contracts, prizes, awards, raffles, fines,
permits, rewards, licenses, tickets, refunds and rebates.
Proceeds will not be netted against expenses before deposit. All proceeds must be deposited in the
Finance Office. Expenses associated with generating the proceeds must be incurred according to
established City purchasing policy and procedure.
Any noncompliance will be considered a serious violation of City policy and will be dealt with
accordingly.
2. The Finance Department approves and designates areas which regularly receive cash as “cash
collection points”.
Before collection begins, department managers requesting status as a cash collection point must
submit a request to the Finance Office that includes:
a. Reason(s) why cash collection point is needed.
b. A list of those positions involved with the cash collection point, a description of their duties,
and how separation of duties will be maintained.
c. Whether there is a need for a change advance.
d. A description of the reconciliation process, including frequency of reconciliation.
e. A description of the process for safeguarding cash until it is deposited.
f. A schedule of how often cash deposits will be made.
3. All departments and other entities which collect cash, whether on a casual basis or as a cash
collection point must follow the cash handling procedures set forth below.
78
Departments not complying with approved procedures may lose the privilege to serve as a cash
collection point.
4. The Finance Department will conduct periodic reviews of cash handling procedures and must
approve any changes to the procedures.
5. City personnel may not use checking or other bank accounts for depositing city cash unless
approved by the Finance Director.
79
Procedures for Cash Collection Points
1.
All cash received must be recorded through a cash register (Computer with Munis cash receipting,
Activenet or other appropriate software) when one is available, or the customer must be presented
a pre-numbered receipt form with a duplicate record being retained by the receiving department.
All numbered receipts must be accounted for, including voided receipts. Approved pre-numbered
receipts are available at the Finance Department Office.
2.
The cash collection point must maintain a clear separation of duties. An individual should not have
responsibility for more than one of the cash handling components: collecting, depositing and
reconciling.
3.
The funds received must be reconciled to the cash register (Munis Report/Activenet Report) or to
the pre-numbered receipts at the end of the day or at the end of each shift. Cash must be reconciled
separately from checks/credit cards by comparing actual cash received to the cash total from the
Munis Report or to the sum of the cash sales from the manual receipts.
4.
All checks, cash and credit card receipts must be protected by using a cash register, safe or other
secure place until they are deposited. A secure area for processing and safeguarding funds received
is to be provided and restricted to authorized personnel.
5.
Checks must be made payable to the City of Sun Prairie and must be endorsed promptly with a
restrictive endorsement stamp payable to The City of Sun Prairie. The endorsement stamps should
be ordered through the Finance Department Office.
6.
Checks or credit card transactions will not be cashed or written for more than the amount of
purchase.
7.
Cash Collections of more than $500.00 must be deposited to the Finance Department Office within
24 hours, and amounts less than $500.00 are recommended to be deposited daily but must be
deposited no less than twice per week.
8.
All funds must be deposited intact, and not intermingled or substituted with other funds.
9.
Refunds or expenditures must be paid through the appropriate budget with a City generated check.
Instructions
Opening Cash Collection Site
1. A calculator tape of the cash bank must be initialed, dated and placed in the cash drawer.
Cash received in person
1.
A receipt must be issued for each payment received. At a minimum, manual pre-numbered receipts
must include the date, mode of payment (cash, check or credit card), and the identification of the
department and the person issuing the receipt. Machine generated receipts must contain similar
information.
80
2.
All checks must be endorsed immediately with a restrictive endorsement stamp payable to The City
of Sun Prairie.
3.
All voided transactions are to be approved and initialed by the area supervisor and processed by the
finance department.
4.
Only one cashier is allowed access to a cash register or cash drawer during a single shift.
5.
Cash must be kept in a safe or a secure place until it is taken to the Finance Department.
6.
If a batch contains more than $500.00 in cash, the batch (drawer) should be closed out and placed in
the safe leaving the starting bank. A calculator tape of the new bank should be placed in the cash
drawer.
Cash received through the Mail
1.
All checks must be endorsed with a restrictive endorsement stamp. All receipts of coin or currency
must be listed in a log.
2.
If the cash is not credited directly into the appropriate account or receipted through a cash register,
a list of the checks, credit card transactions and or cash should be prepared in duplicate. The list
should include the customer's name, amount received, and check number. One copy should be kept
in the area and the other should accompany the batches to the Finance Department’s Office.
3.
Cash must be stored in a safe or other secure place until it is deposited. This includes a locked room
with restricted access.
Balancing of Cash Receipts
1.
All funds collected must be balanced daily, by mode of payment, by comparing the total of the cash,
checks and credit cards to the cash register totals, to the pre-numbered receipts
totals and to the totals of the money received by mail.
2.
Over/short amounts must be separately recorded, and investigated and resolved to the extent
possible.
3.
A calculator tape of the closing bank should include the initials and date of the person closing the
cash drawer. The receipt should be included with the bank and stored in a safe or secure place.
Preparation of Cash Receipts to Finance
1.
Checks must be made payable to The City of Sun Prairie. A calculator tape of the checks should be
included with the checks bundled together.
2.
Attach a copy of the "Transmittal Batch" showing transaction totals for credit card receipts
3.
The daily receipts must be delivered to the Finance Department's office
4.
Locking deposit bags are available at the Finance Department's office.
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Pre-Numbered Receipts
Pre-numbered receipts will be issued by the Finance Department's office and a log will be
maintained that will include the number(s) of the receipts, and the date and name of the person
receiving the receipts. The issuing unit should retain one copy of all voided receipts and send one
copy to the Finance Department's office.
Exceptions
The Finance Director must approve exceptions to these procedures. For example, in cases where
there is not enough staff available to maintain complete separation of duties, an alternate process
to safeguard City funds must be established and approved by the Finance Director. Requests for
exceptions to these procedures must be submitted to the Finance Director in writing.
Record Retention
All cash receipts and related documents must be maintained in accordance with record retention
schedules. Cash register tapes, deposit slips, credit card receipts, copies of manual cash receipts,
etc. should be kept for six years.
Definitions
Cash: coin, currency, checks, and credit card transactions.
Cash collection point: a department or other entity that handles cash on a regular basis.
82
July 23, 2014
To: Honorable Mayor and Common Council
From: Finance Committee
Members, Finance Committee:
Russell Fassbender
George Frank
Hariah Hutkowski
Mary Polenske
Zachary Weber
RE:
BUDGET AMENDMENT FOR SALT PURCHASE AND CONTRACTED
SERVICES
On Tuesday, July 22, 2014, the Finance Committee met to consider a budget
amendment for the purchase of salt and contracted services for 2014.
At this time, the 2014 operating supplies and contractual services for the snow
and ice budget is over-extended by $41,980. The 2014 budget initiative requested an
additional $35,000 for contracted services and but was funded for $23,000.
At this time, staff recommends a buget amendment in the amount of $134,610 to
fulfill the 2014 budget needs.
General Fund
Increase DPW Snow and Ice – Operating Supplies
Increase DPW Snow and Ice – Contractual Services
Decrease Finance – Contingency
$ 73,090
$ 61,520
$134,610
After careful review and consideration, the Finance Committee moved to
recommend that City Council approve the budget amendment as recommended.
Aye: Fassbender(1) Frank(2) Hutkowski, Polenske
Nay: None
Absent: Weber
2014 0805 budget amendment for salt and contracted services
83
CITY OF SUN PRAIRIE, WISCONSIN
A RESOLUTION AUTHORIZING
A BUDGET AMENDMENT FOR THE
PURCHASE OF SALT AND
CONTRACTED SERVICES
Presented:
August 5, 2014
Adopted:
August 5, 2014
File No:
Res No:
RESOLUTION
WHEREAS, on Tuesday, July 22, 2014, the Finance Committee met to consider a budget
amendment for the purchase of salt and contracted services for 2014; and
WHEREAS, at this time, the 2014 operating supplies and contractual services for the snow and
ice budget is over-extended by $41,980. The 2014 budget initiative requested an additional $35,000 for
contracted services, and was funded for $23,000; and
WHEREAS, at this time, staff recommends a budget amendment in the amount of $134,610 to
fulfill the 2014 budget needs.
General Fund
Increase DPW Snow and Ice – Operating Supplies
Increase DPW Snow and Ice – Contractual Services
Decrease Finance – Contingency
$ 73,090
$ 61,520
$134,610
NOW, THEREFORE, BE IT RESOLVED that the Common Council of the City of Sun
Prairie, Dane County, Wisconsin, hereby authorizes a budget amendment in the amount of $134,610 for
the purchase of salt and contracted services.
APPROVED: ________________________________
Jonathan Freund, Mayor
Date Approved: August 5, 2014
Date Signed: August ___, 2014
This is to certify that the foregoing resolution was approved by the Common Council of the City of Sun
Prairie at a meeting held on the 5th day of August, 2014, and was submitted for signatures on the day of
August, 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
84
July 30, 2014
From:
________________________________________
Mary Polenske, Council President
Members, Committee of the Whole:
Russell Fassbender
George Frank
Andrea Gage
Alan Guyant
Hariah Hutkowski
Mary Polenske
Zachary Weber
SUBJECT:
MEMORANDUM OF UNDERSTANDING WITH TOWN OF BURKE WITH
RESPECT TO RECONSTRUCTION OF COUNTY HWY. C
On Tuesday, July 29, 2014, the Committee of the Whole met to discuss a Memorandum of
Understanding between the City of Sun Prairie and the Town of Burke with respect to cost sharing for
the reconstruction of County Hwy. C.
Per the MOU, the City will fund the Town of Burke’s portion of the curb and gutter and bike
lanes. The remaining costs for the Town’s portion of the project will be funded by the City with
reimbursement from the Town over a period of two years.
After review and consideration, the Committee moved to recommend that City Council
approve the Memorandum of Understanding with respect to cost sharing for the project.
Aye: Guyant (1) Hutkowski (2), Fassbender, Frank, Gage, Polenske, Weber
Nay: None
2014 0805 County Hwy. C reconstruction
85
City of Sun Prairie, Wisconsin
RESOLUTION APPROVING A
MEMORANDUM OF UNDERSTANDING
WITH TOWN OF BURKE
WITH RESPECT TO COST SHARING FOR
THE RECONSTRUCTION OF COUNTY
HWY. C
Presented:
August 5, 2014
Adopted:
August 5, 2014
File Number:
Resolution No.:
RESOLUTION
WHEREAS, On Tuesday, July 29, 2014, the Committee of the Whole met to discuss a
Memorandum of Understanding between the City of Sun Prairie and the Town of Burke with respect to
cost sharing for the reconstruction of County Hwy. C.; and
WHEREAS, per the MOU, the City will fund the Town of Burke’s portion of the curb and gutter
and bike lanes. The remaining costs for the Town’s portion of the project will be funded by the City with
reimbursement from the Town over a period of two years.
NOW, THEREFORE, BE IT RESOLVED that the Common Council of the City of Sun Prairie,
Dane County, Wisconsin, hereby approves the Memorandum of Understanding between the City of Sun
Prairie and the Town of Burke with respect to cost sharing for the reconstruction of County Hwy. C.
APPROVED: _________________________________
Jonathan Freund, Mayor
Date Approved: August , 2014
Date Signed: August ______, 2014
This is to certify that the foregoing resolution was approved by the Common Council of the City of Sun
Prairie at a meeting held on the 5th day of August 2014 and was submitted for signatures on the
_____day of August 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
86
87
88
89
90
91
92
93
July 17, 2014
To: Mayor and City Council Members
From:
________________________________________
Mary Polenske, Council President
Members, Committee of the Whole:
Russell Fassbender
George Frank
Andrea Gage
Al Guyant
Hariah Hutkowski
Mary Polenske
Zachary Weber
SUBJECT:
DEVELOPMENT AGREEMENT FOR LAND PURCHASE AND
DEVELOPMENT WITH INFORM PRODUCT DEVELOPMENT
On Tuesday, May 27, 2014, the Committee of the Whole met in closed session to consider
negotiating with InForm Product Development for the purchase of Lot 49 in the Business Park.
The Committee approved a Memorandum of Understanding containing the primary elements of an
agreement with InForm Product Development regarding the purchase. The subsequent Development
Agreement is attached for approval by City Council.
2014 0805 InForm Development Agreement
94
City of Sun Prairie, Wisconsin
RESOLUTION APPROVING A DEVELOPMENT
AGREEMENT WITH INFORM PRODUCT
DEVELOPMENT, INC. FOR LAND PURCHASE
AND DEVELOMENT
Presented: August 5, 2014
Adopted: August 5, 2014
File Number:
Resolution No.:
RESOLUTION
WHEREAS, on Tuesday, May 27, 2014, the Committee of the Whole met in closed session to
consider negotiating with InForm Product Development, Inc. for the purchase of Lot 49 Sun Prairie
Business Park, 5th Addition; and
WHEREAS, the Committee approved a Memorandum of Understanding containing the primary
elements of an agreement with InForm Product Development, Inc., regarding the purchase. The
Development Agreement is in accordance with the Memorandum of Understanding; and
WHEREAS, this Agreement is made and entered into this 5th day of August, 2014, by and
between True North LLC., a Wisconsin corporation, hereinafter referred to as the "Developer", InForm
Product Development, Inc., “InForm”, and the City of Sun Prairie, hereinafter referred to as the "City", a
Municipal corporation located at Sun Prairie, Wisconsin; and
WHEREAS, the Developer, a private for-profit company currently located at 700 Wilburn
Road, desires to purchase Lot 49, Sun Prairie Business Park, 5th Addition, City of Sun Prairie, Dane
County, Wisconsin, (hereinafter, “Property”) for the purposes of building a new corporate headquarters
with an estimated cost of construction of at least $2 Million, (hereinafter, “Project”) for InForm; and
WHEREAS, the Developer has indicated that it is unable to proceed without additional
economic assistance from the City; and
WHEREAS, the City believes that the further development of the Property is in the best
interests of the City and that the Project will provide valuable economic development within the Sun
Prairie Business Park; and
WHEREAS, the Developer intends to create 24 new high wage jobs by January 1, 2026 if the
Project is completed; and
WHEREAS, the City and Developer desire to set forth in writing the terms and conditions
under which Developer has agreed to develop and maintain the Project; and
NOW, THEREFORE, BE IT RESOLVED that the Common Council of the City of Sun Prairie,
Dane County, Wisconsin, hereby approves the Development Agreement with InForm Product
Development, Inc. for the land purchase and development of Lot 49 Sun Prairie Business Park, 5th
Addition.
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APPROVED: _________________________________
Jonathan Freund, Mayor
Date Approved: August 5, 2014
Date Signed: August ____, 2014
This is to certify that the foregoing Resolution was approved by the Common Council of the City of
Sun Prairie at a meeting held on the 5th day of August 2014 and was submitted for signatures on the
______day of August 2014.
_____________________________________________
Diane J. Hermann-Brown, City Clerk
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