AGENDA PARK AND RECREATION BOARD 7:00 PM TUESDAY, APRIL 17, 2018 SUSSEX CIVIC CENTER COMMUNITY ROOM 1 st FLOOR

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1 N64W23760 Main Street Sussex, Wisconsin Phone (262) FAX (262) Website: AGENDA PARK AND RECREATION BOARD 7:00 PM TUESDAY, APRIL 17, 2018 SUSSEX CIVIC CENTER COMMUNITY ROOM 1 st FLOOR Pursuant to the requirements of Section 19.84, Wis. Stats., notice is hereby given of a meeting of the Village of Sussex Park & Recreation Board, at which a quorum of the Village Board may attend in order to gather information about a subject which they have decision making responsibility. The meeting will be held at the above noted date, time and location. Notice of Village Board Quorum, (Chairperson to announce the following if a quorum of the Village Board is in attendance at the meeting: Please let the minutes reflect that a quorum of the Village Board is present and that the Village Board members may be making comments under the Public Comments section of the agenda, during any Public Hearing(s) or if the rules are suspended to allow them to do so.) 1. Roll call 2. Consideration and possible action on the minutes from the March 20, 2018 meeting minutes. 3. Comments from Citizens 4. Consideration and possible action on a rental contract at the Lions Open Air Shelter, May 19, 2018 for the Sussex-Lisbon- Lannon Optimist Club Bag Tournament; Anthony Tilidetzke, Agent 5. Review and possible action on a Tree Preservation Plan for Lot#7 of Hidden Hills. 6. Review and possible action on Sussex Area Service Club s project requests in Village Park for Review and discussion on a resident request to construct a dog park within the Village s Park system. 8. Deputy Director Report 9. Topics for Future Agenda Items 10. Adjournment Robert Fourness

2 Chairperson Jeremy Smith Village Administrator It is possible that members of and possibly a quorum of members of other governmental bodies of the municipalities 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. 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 Casen Griffiths at

3 Meeting called to order 7:02 p.m. Village of Sussex Sussex, WI Park and Recreation Board Minutes Tuesday, March 20, 2018 Members Present: Chairman Bob Fourness, Trustee Tim Dietrich, Kelly Tetting, Don Spenner, Mike Waltz and Chris Kostka. Tetting arrived at 7:23pm. Members absent: Anne Golding Also Present: Administrative Services Director Casey Griffiths, Deputy Parks and Recreation Director Megan Sackett, Assistant Administrator Kelsey McElroy-Anderson, PW Foreman Scott Ascher, Adam Bastjan from Kahler-Slater and Village Board President Greg Goetz.. Citizens present: None Consideration and possible action on the minutes from the February 20, 2018 meeting: A motion to approve the minutes as presented was made by Dietrich and seconded by Kostka. Motion carried. Consideration and possible action on the following rental contracts: A. Sussex Preserve Grand Opening party William Ryan Homes B. English Tea & Fashion Show Redeem & Restore Center A motion was made by Fourness to recommend that the Village Board approve all contracts as presented, seconded by Waltz. Motion carried. Review and possible action on the purchase of a replacement lawn mower: Mr. Ascher reviewed the memo outlining the purchase request. A motion was made by Spenner to recommend that the Village Board approve the purchase of the Toro mower as presented, seconded by Kostka. Motion carried. Review and possible action on the purchase of a ball diamond groomer: Mr. Ascher reviewed the memo outlining the purchase request. A motion was made by Fourness to recommend that the Village Board approve the purchase of the Toro ball diamond groomer as presented, seconded by Waltz. Motion carried. Review and possible action on a sub-committee to review and discuss rental fees: Ms. Sackett indicated staff is looking to put together a sub-committee to review the rental policy as it relates to non-profit rental requests. Waltz, Tetting and Kostka volunteered for the sub-committee. Sackett indicated staff will reach out after Spring Break to set-up a meeting. A motion was made by Waltz to approve the formation of a sub-committee to review our rental policies, seconded by Kostka. Motion carried.

4 Deputy Director Report: Ms. Sackett gave an update. Review and discussion on Village Park Master Plan Phase One Conceptual Design - Baseball Fields: Mr. Goetz gave an overview of the project. Mr. Bastjan gave a presentation of the conceptual plans of the ball diamond plex. Topics for future agenda items - Discussion regarding a possible dog park A motion was made by Spenner seconded by Tetting to adjourn the meeting at 8:46 p.m. Motion carried. Minutes respectfully submitted by, Megan Sackett, Deputy Parks and Recreation Director

5 Sign In Create an Account Homepage Programs Park & Facility Reservations Donations Gift Cards My Cart Permit Contract Sussex Parks & Recreation Department N64W23760 Main Street Sussex, WI Phone: (262) FAX: (262) Permit # , Pending approval Apr 10, :15 PM Expires Apr 27, 2018 Prepared By: Kristy Pralle Company: SLLB Optimist Club P.O. Box 85 Sussex, WI Agent: Anthony Tilidetzke Home: (414) Charges Taxes Discounts Total Charges Deposits Deposit Taxes Total Payments Refunds Balance $ $0 $0 $ $ $0 ($295.00) $0 $0 RESERVATIONS Event Resource Center Notes SLLB Optimist Club Bags Tournament Fundraiser Type: Special Event Attend/Qty: 100 Village Park Lion's Open Air Shelter Sussex Village Park W244N6067 Weaver Dr. Sussex, WI Days Requested Event Event Ends Duration Day Date Begins Date Time Saturday May 19, :00 AM 7 hours May 19, :00 PM Summary Notes Total Number of Dates: 1 -- Total Time: 7 hours CHARGES Event / Description Resource Alcohol/Beverage Permit Fee SLLB Optimist Club Bags Tournament Fundraiser # Village Park Lion's Open Air Shelter Lion's Open Air Shelter Rental Fee SLLB Optimist Club Bags Tournament Fundraiser # Village Park Lion's Open Air Shelter Special Event Permit Fee - Park SLLB Optimist Club Bags Tournament Fundraiser # Village Park Lion's Open Air Shelter Unit Fee Units Tax Charge $ $15.00 $ $ $ $25.00 DEPOSITS Event / Deposit Charge Resource Lion's Open Air Shelter Security Deposit SLLB Optimist Club Bags Tournament Fundraiser # Village Park Lion's Open Air Shelter Charge Tax Amount paid Refunds Balance $ $0 $ $0 $0 Payments and Refunds Receipt # Date Charge Description Resource Event Apr 10, 2018 Lion's Open Air Shelter Security Deposit Village Park Lion's Open Air Shelter SLLB Optimist Club Bags Tournament Fundraiser # Payment $100.00

6 Apr 10, 2018 Alcohol/Beverage Permit Fee Village Park Lion's Open Air Shelter SLLB Optimist Club Bags Tournament Fundraiser # Apr 10, 2018 Lion's Open Air Shelter Rental Fee Village Park Lion's Open Air Shelter SLLB Optimist Club Bags Tournament Fundraiser # Apr 10, 2018 Special Event Permit Fee - Park Village Park Lion's Open Air Shelter SLLB Optimist Club Bags Tournament Fundraiser # $15.00 $ $25.00

7 N64W23760 Main Street Sussex, Wisconsin Phone (262) FAX (262) Website: To: Park and Recreation Board M E M O R A N D U M From: Jeremy Smith, Village Administrator Re: Tree Preservation Plan Lot 7 Hidden Hills Subdivision property owners Denise and Randy Warzon Date: 4/17/2018 The Hidden Hills Subdivision was approved with a Tree Preservation Easement on the Plat and in the Deed Restrictions. This issue was of great import when the subdivision was approved and platted and is a key condition of approval for allowing the development to proceed. The restriction reads as follows: 1. The removal or destruction of any vegetative cover, i.e., trees, shrubs, grasses etc. is prohibited, with the exception that dead, diseased or dying vegetation may be removed, at the discretion of the landowner and with approval from the municipality in which this land is located. Silvicultural thinning, upon the recommendation of a forester or naturalist and with approval from the municipality in which the land is located, shall also be permitted. The removal of any vegetative cover that is necessitated to provide access or service to an approved residence or accessory building shall be permitted only when the access or service cannot be located outside of the Tree Preservation Easement and with the approval of the municipality in which this land is located. 2. Grading, filling and removal of topsoil or other earthen material are prohibited unless specifically authorized by the municipality in which this is located. 3. The introduction of plant material not indigenous to the existing environment is prohibited unless specifically authorized by the municipality. There are three issues for the Tree Board to consider tonight with respect to Lot 7 of Hidden Hills. 1. Tree Mitigation The property owners removed approximately 35 inches of trees within the area identified as the Tree Preservation Easement on their lot prior to approval from the Village. This is a violation of the Tree Preservation Plan for Hidden Hills and of the Tree Preservation Ordinance and the Deed restriction. The lot owners are proposing to mitigate this loss. A plan from the owners has been submitted for consideration to replace the 35 with 70, ½ to 1 plantings (items P-S on plan). Staff is supportive of this mitigation effort and find it consistent with the intent of the Tree Preservation Ordinance given the specific fact set of this tree removal incident. The motion could be The Tree Board accepts the mitigation plan for the removal of 35 of trees per the planting plan provided for the establishment of items P-S on the plan prior to a building permit being issued for the property. 2. Tree Removal

8 Additionally, the owners plan indicates the removal of dead, diseased or invasive trees to be removed in the Tree Preservation Easement. This removal is recommended for approval by staff per the plan conditioned upon the Village s Forestry contractor confirming which trees are dead, diseased, or dying. Only those trees shown on the plan to be removed that are approved by the Village contractor as meeting this classification maybe removed. Wachtel Tree will be visiting the site on behalf of the Village to identify the dead, disease/dying and invasive trees. The motion could be the Tree Board recommends to the Village Board that the tree removal plan be accepted conditioned upon the specific trees to be removed being confirmed by the Village as meeting the qualifications of the deed restriction as dead, diseased, or dying. Should a particular tree or tree(s) not meet that definition as determined solely by the Village than it may not be removed. In addition if additional trees not shown on the plan are sought to be removed at a later date than a new plan shall be petitioned by the owner for consideration by the Village, and said plan must receive approval by the Village, prior to any vegetation removal as required by the Deed Restriction, Tree Preservation Ordinance, and Tree Preservation Plan for Hidden Hills. 3. Tree Additions Finally the owners would like the option to add new trees/plants within this area over time. This also requires Village approval per the Deed Restriction. Staff is supportive of the plan that has been submitted. The motion could be that the Tree Board recommends to the Village Board approval of the specific addition of the trees A-O as shown on the plan including the location and species within the Tree Preservation Area. If the owners would like to adjust the location of the trees they may do so with Village Staff approval, but to change the species or add any additional trees not shown on the plan shall require a new plan submittal to the Village. Because this is a Tree Preservation issue, the Park and Recreation Board must review and make a recommendation to the Village board on items 2 and 3 and must consider item 1 per the Tree Preservation Ordinance. Policy Question: 1. Are the seedlings listed on the plan to mitigate the trees which have been removed acceptable? 2. Should the owners be allowed to remove the identified dead, diseased/dying or invasive trees? 3. Should the owners be allowed to add the additional trees/plantings, items A-O to the Tree Preservation Easement area? Staff recommends: Staff recommends approval with the conditions as outlined above for each of the three unique aspects of the plan approval as submitted by the petitioner for Lot 7 of Hidden Hills.

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10 Agenda

11 N64W23760 Main Street Sussex, Wisconsin Phone (262) FAX (262) Website: M E M O R A N D U M To: Park Board From: Megan Sackett, Deputy Parks & Recreation Director Date: 04/13/2018 Re: SAS Club project requests in Village Park The SAS Club has approached the Village about two projects they would like to complete within the Village. Below is a brief description of each project and a map is attached. A member of the club will be present at the meeting to provide further details about each of these projects. Project #1: The SAS Club is requesting to add a 20x60 cement or asphalt slab adjacent to the North Open Air shelter. The slab by the North open-air project is to provide an area to locate an additional tent for the Threshing Bee, which the SAS Club participates in. It would also be used for the water fights at Lions Daze, could be utilized by the Village for the 5k run, Spooky Sussex and to anyone who rents that pavilion. Project #2: The SAS Club is requesting to add underground tubes in Village Park. This project includes directional boring to install underground tubes for their water and electrical lines. The five locations would be as noted on the attached map: 1. Central Hub where all conduit lines would come back to 2. From the Lion s Den to a spot inside the specialty beer tent 3. From the Lion s Den to a spot behind the food booths 4. From the Lion s Den to a spot inside the Lions Open-air pavilion 5. From the pole, east of the Lion s Den to the Lion s Den. This will allow for water lines and overhead paging lines to be run underground to avoid potential trip hazards and damage to those lines during the festival. The Village could also use the same underground water lines for its events hosted in the Lions Open Air pavilion. Staff Recommendation: Staff has discussed the details of the project and recommends a written agreement with the SAS Club with the following understanding: 1. The Village is not liable for the project construction and its components. 2. The Village will not be responsible for replacing items that are damaged or destroyed 3. The Village is under no obligation to replace any components of this project in the event that this area of the park is re-developed in the future. 1

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