Board Meeting — Agenda packet

Public Notice Public participation at meetings and correspondence is welcome. Submit emails or letters to the Village Clerk at clerk@sisterbaywi.gov or at the Village Administration Office at 2383 Maple Drive, Sister Bay. Letters may not be read at the meeting but referenced and/or summarized. You may also email Board members directly. Questions regarding the nature of the agenda items or more detail on the items listed can be directed to the Village Administrator at julie.schmelzer@sisterbaywi.gov. Copies of reports and other supporting documentation are available for review online and at the Village Administration Office during operating hours (8 a.m. to 4 p.m. Mondays – Thursdays, 8 a.m. to noon on Fridays). Upon reasonable notice, a good faith effort will be made to accommodate the needs of disabled individuals through sign language interpreters or other auxiliary aid or accommodation at no cost to the individual. Due to the difficulty in finding interpreters, requests should be made as far in advance as possible, preferably a minimum of 48 hours. For additional information or to request this service, contact the Village Administration Office at 920-854-4118; (FAX) 920-854-9637; emailing the Village Clerk at clerk@sisterbaywi.gov, or, by writing to the Village Administration Office, 2383 Maple Drive, PO Box 769, Sister Bay, WI 54234 (allow adequate mail time). It is possible that members of and possibly a quorum of members of other governmental bodies may attend the meeting to gather information; no action will be taken by any governmental body other than the body specifically referred to above. The Village of Sister Bay is an Equal Opportunity Provider and Employer Posted Date: 05/15/2026 VILLAGE BOARD MEETING TUESDAY, MAY 19, 2026 – 6:00 PM Sister Bay Liberty Grove Fire Station, 2258 Mill Rd., Large Meeting Rm. To access the meeting electronically, click: https://zoom.us/j/4439901723?pwd=yAVpi40M1OIqgNufcVUE8XWCUSkKaH.1&omn=97063638580 Meeting ID 443 990 1723, Code 304078; Connect by Phone 1-301-715-8592, Meeting ID 4439901723# Deviations from the agenda order shown may occur For additional meeting information visit: www.sisterbaywi.gov, click ‘Agendas and Minutes’ AGENDA 1. Call to Order & Roll Call (Zoom Participants Mute Devices) 2. Approve Agenda 3. Approve Meeting Minutes: a) March 24, 2026; Regular Meeting b) April 21, 2026; Regular Meeting c) April 27, 2026; Special Meeting 4. Presentations a) Destination Door County and Door County Tourism Zone Partnership Presentation 5. Comments, Correspondence and Concerns from the Public (Public comment limited to 3 non-transferable minutes per person) 6. Proclamations a) June 2026 as ‘Open Door Pride Month’ 7. Ordinances & Resolutions a) Resolution No. 2026-002; Authorizing Municipal Credit Card Services 8. Discussion/Action Items a) Northern Door Sports and Recreation; Proposal; Facility Reservations Management b) Strategic Planning / Elected Official Training c) Amend 2026 Open Book and Board of Review dates (May 21, 9–11 a.m.; June 1, 3–5 p.m.) d) Technology Device and Cloud Services Policy e) Monthly Financial Report & Appropriations 9. Staff Reports 10. Committee Reports (See below committee listing) 11. Matters to be Placed on a Future Agenda or Referred to a Committee, Official or Employee 12. Next Meeting 13. Executive Session a) Wisc. Stats. 19.85(1)(g) to confer with legal counsel for the governmental body who is rendering oral or written advice concerning a strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. i. Fiber Optic Discussion b) Motion to Reconvene into Open Session c) Motion for Action, if Appropriate 14. Adjourn 1. Finance Committee 10. Parks, Property & Streets Committee 2. Fire Board 11. Personnel Committee 3. Green Tier Legacy Community Committee 12. Plan Commission 4. Historical Society 13. Sewer and Water Utility Committee 5. Holiday Lighting 14. SBAA 6. Housing Committee 15. Technology & Telecomm Committee 7. Library Commission 16. Tourism Zone Commission 8. Marina Committee 17. Village Hall Planning Task Force 9. Parking Committee 1 1 VILLAGE BOARD OF TRUSTEES MEETING MINUTES 2 Tuesday, March 24, 2026 3 (Approval Pending) 4 5 1. Call to Order & Roll Call 6 President Bell called the meeting to order at 6:00 PM on Tuesday, March 24, 2026. 7 8 Present: President Nate Bell, Kurt Harff, Patrice Champeau, Denise Bhirdo, Louise Howson, Brigid 9 White (via zoom). 10 11 Staff: Finance Specialist/Treasurer Vlad Gannik, Village Clerk Julie Thyssen. Zoom: Marina Manager 12 Dave Lienau, Utilities Director Megan Barnes, Parks & Streets Director Erik Linczmaier, Village 13 Administrator Benjamin Andrews 14 15 Others: Ken Church, Laurel Harff, Myles Dannhausen, Nick Deviley. Zoom: Sally Pfeifer, Thor Johnson 16 17 2. Approve Agenda 18 1. Call to Order & Roll Call 19 President Bell called the meeting to order at 6:00 PM on Tuesday, March 24, 2026. 20 21 Before proceeding with the agenda, President Bell acknowledged that this would be the final 22 meeting for Trustees Harff and Bhirdo. He particularly recognized Bhirdo's extensive contributions to 23 the village over many years of service and thanked both trustees for their dedication. 24 25 2. Approve Agenda 26 Motion by Howson, seconded by Harff to approve the agenda. Motion carried - all ayes. 27 28 3. Approve Meeting Minutes 29 3a. February 17th, 2026 30 Bhirdo noted several corrections needed: on page 2, line 41, the motion should read "Motion by 31 White, seconded by Howson" and on page 3, line 24, "geotechnical" was missing a letter. 32 Motion by Bhirdo, seconded by Champeau to approve the minutes as amended. Motion carried - all 33 ayes. 34 35 4. Comments, Correspondence, and Concerns from the Public 36 Myles Dannhausen offered extensive remarks recognizing Bhirdo's decades of service to the village. 37 He highlighted her contributions to major village improvements including Waterfront Park's 1800 38 feet of public shoreline, the village's economic recovery from empty storefronts to becoming the 39 county's top tourism revenue generator, preservation of Pebble Beach, affordable housing 40 initiatives, and preventing chain restaurants and dollar stores at the village entrance. Dannhausen 41 emphasized how these efforts transformed Sister Bay into a thriving community where families can 42 live and work. 43 44 Howson also praised Bhirdo as "the definition of fearless" and a board leader who demonstrates 45 courage and never gives up on what she believes is right for the village. She noted Bhirdo's 46 mentorship, enormous heart, and institutional knowledge, as well as her strong support for projects 47 like the ice rink despite personal business impacts from code changes she supported. 48 Bhirdo thanked everyone for the kind words and reminded the board that Senate Bill 480, a 49 residential TID bill, has passed the legislature and is awaiting Governor Evers' signature. She 50 2 Minutes of the March 24, 2026 Meeting of the Village Board of Trustees - Unapproved 2 recommended the village research this opportunity for potential use on village property, with 1 implementation expected October 1st. 2 3 5. Ordinances & Resolutions 4 No items presented. 5 6 6. Discussion/Action Items 7 6a. Approve Open Book & Board of Review Dates 8 Village Clerk Thyssen requested approval of dates recommended by the village assessor. The open 9 book session for public meetings with the assessor would be held Tuesday, May 12th. The Board of 10 Review, requiring a quorum of trustees to hear any appeals, would be held Wednesday, May 27th 11 from 6-8 PM. Thyssen noted that at least one board member must complete yearly training, which 12 she has done. 13 Motion by Howson to approve the 2026 open book and board review dates for May 12th and May 14 27th as recommended by the village assessor. Seconded by Champeau. Motion carried - all ayes. 15 16 6b. Marina Commercial Contract – Change of Ownership 17 Marina Manager Lienau explained this involves changing the contract from Eric Lundquist's business 18 to Thor Johnson's business for the remainder of the current term, with no changes to contract 19 conditions. 20 Motion by Howson to approve the transfer of ownership and assignment of the current contract as 21 presented. Seconded by Champeau. Motion carried - all ayes. 22 23 6c. Village Appointment 24 President Bell recommended Skip Heidler to fill the vacant trustee position for a one-year term, 25 citing his excellent work on the Planning Commission. Bhirdo strongly endorsed the appointment, 26 praising Skip's diligence, thorough preparation, and deep understanding of village codes. 27 Motion by Bhirdo, seconded by Howson to approve the appointment. Motion carried - all ayes. 28 29 Skip will begin serving at the next meeting, with President Bell noting his attendance at recent 30 meetings will help him hit the ground running. 31 32 6d. Current Administration Building; Impact on Road Reconstruction Project 33 Andrews reported that the Parks Committee evaluated the building appraisal at $248,000 and voted 34 to recommend demolition to allow maximum parking provision for the triangle reconstruction 35 project. 36 37 Significant debate ensued with strong positions on both sides. Champeau opposed demolition, 38 arguing the building is part of the historic triangle and proceeds from its sale could fund village hall 39 repairs that residents want preserved. She emphasized the importance of maintaining the historical 40 character of the area. 41 42 Howson supported demolition for three reasons: uncertainty about what a buyer might do with the 43 building, the need for additional parking when curb and gutter installation eliminate current parking 44 for area residents (particularly the Razor House with 4-5 apartments and the Lindenberg property), 45 and the practical challenges residents would face without designated parking areas. 46 Bhirdo also supported demolition, prioritizing the needs of residents who will lose parking access 47 due to the road improvements. She argued that adding a business to the site would only increase 48 congestion and that residents should take priority over preserving the building. 49 3 Minutes of the March 24, 2026 Meeting of the Village Board of Trustees - Unapproved 3 President Bell opposed the recommendation, believing the building should be saved and questioning 1 whether the village truly has a parking problem. White ultimately supported demolition, citing the 2 building's poor condition and questioning its renovation potential. 3 4 The discussion included detailed review of parking concepts showing the demolition option would 5 gain 19 additional parking spaces while preserving the building would result in the loss of parking 6 spaces. 7 Motion by Howson to approve the demolition or otherwise removal of the current administration 8 building from the site. Seconded by Bhirdo. Roll call vote: Harff - aye, Champeau - no, Howson - aye, 9 Bell - no, Bhirdo - aye, White - aye. Motion carried. 10 11 Action Item: Engineering to proceed with triangle reconstruction project including maximum parking 12 provision. 13 14 6e. WWTF Facility Plan - Recommendation for Adoption 15 Utilities Director Barnes presented the completed facility study report for adoption. The Sewer and 16 Water Utilities Committee recommended directing staff to pursue discussions with Fish Creek, 17 Ephraim, and Baileys Harbor regarding a potential regional sludge drying facility partnership, with 18 the understanding that if no agreement is reached within six months, Sister Bay would pursue reed 19 bed installation independently. 20 21 Bell noted the challenge of coordinating multiple municipalities but emphasized the importance of 22 attempting collaboration. Andrews reported a regional meeting was rescheduled due to recent 23 snowstorms and would occur the following week to begin discussions. 24 Motion by Bhirdo to adopt the facility assessment feasibility study and long term planning for the 25 wastewater treatment plant facility as presented. Seconded by Harff. Motion carried - all ayes. 26 27 6f. Non-Potable Reuse System - Expansion Tanks WWTP 28 Barnes explained that during system upgrades, damaged bladders were discovered in the expansion 29 tanks, requiring full replacement rather than bladder replacement alone. The replacement cost will 30 be funded from the wastewater treatment plant replacement fund, which receives required annual 31 DNR contributions. 32 Motion by Bhirdo to approve the quote. Seconded by Howson. Motion carried - all ayes. 33 34 6g. By-Law Review; Trustee By-Laws 35 Extensive review of proposed bylaw amendments was conducted, with Bhirdo reading through items 36 from the November packet: 37 Key proposed changes included: 38 • Non-trustees attending executive sessions would require invitation by two or more trustees 39 and majority approval 40 • Any two trustees may request agenda items with five business days advance notice 41 • Agenda posting requirements updated to administration building and website only 42 (removing library requirement) 43 • Addition of meeting definition for per diem eligibility 44 • Enhanced trustee code of conduct provisions prohibiting individual trustees from directing 45 staff or incurring charges without administrator involvement 46 • Clarification that committee chairs may work with administrator for committee-related 47 requests 48 • Electronic participation guidelines excluding executive sessions via Zoom 49 • Comprehensive trustee compensation provisions including mileage reimbursement 50 4 Minutes of the March 24, 2026 Meeting of the Village Board of Trustees - Unapproved 4 Multiple technical corrections and formatting improvements were discussed. Several items require 1 additional legal research and administrator input before finalization. 2 3 Action Item: Administrator Andrews to research meeting definitions, refine language regarding 4 trustee authority limitations, and bring revised bylaws back to the April meeting. 5 6 6h. Monthly Financial Report & Appropriations 7 Motion by Bell to pay bills in the amount of $383,983.15. Seconded by Harff. Motion carried - all 8 ayes. 9 10 Bhirdo questioned several Amazon purchases including $127 jeans (confirmed as within clothing 11 allowance), $100 broomball shoes, and $83.50 in candy (confirmed as advance Fall Fest purchase for 12 cost savings). Howson inquired about snow removal costs currently at $12,000 versus $40-50,000 13 budget, with costs tracked hourly through county contract. Other billing questions were raised 14 regarding internet services and ice melt quantities, with clarifications provided. 15 Action Items: Administrator to research GA Computer Services internet billing and provide 16 explanation for internet connectivity costs. 17 18 7. Staff Reports 19 President Bell acknowledged the hard work of street and utility staff during the recent blizzard, with 20 Administrator Andrews noting Door County Emergency Management may provide reimbursement 21 for overtime and vehicle expenses related to the emergency declaration. 22 Bhirdo requested correction of references to "Mill Street" in multiple reports, noting the proper 23 street name. 24 25 8. Committee Reports 26 Howson noted a correction published in the Pulse regarding Door County Emergency Management 27 reflective signage, clarifying that no new signs would be installed. 28 Motion by Bell to accept committee reports. Seconded by Howson. Motion carried - all ayes. 29 30 9. Matters to be Placed on a Future Agenda or Referred to a Committee, Official or Employee 31 President Bell requested Administrator Andrews prepare a Request for Proposal (RFP) for potential 32 relocation of the administration building, to be brought back to the village board in April rather than 33 referring to committee. 34 Action Item: Administrator to prepare RFP for administration building relocation and present to 35 village board in April. 36 37 10. Next Meeting 38 The next meeting is scheduled for Monday, April 21st, 2026. 39 40 11. Adjourn 41 Motion by Bhirdo to adjourn. Seconded by Harff. Motion carried - all ayes. 42 The meeting adjourned at 7:27 p.m. with additional expressions of gratitude to Bhirdo for her years 43 of service to the village. 44 45 5 1 VILLAGE BOARD OF TRUSTEES MEETING MINUTES 2 Tuesday, April 21, 2026 3 (Approval Pending) 4 5 1. Call to Order & Roll Call 6 President Bell called the meeting to order at 6:00 PM on Tuesday, April 21, 2026. 7 8 Present: President Nate Bell, Patrice Champeau (via zoom), Skip Heidler, Louise Howson, Terry Kelly, 9 Brigid White. Steve Bacsi Excused 10 11 Staff: Finance Specialist/Treasurer Vlad Gannik, Admin Assistant Sarah Bertges. Zoom: Marina 12 Manager Dave Lienau, Utilities Director Megan Barnes, Parks & Streets Director Erik Linczmaier, 13 Village Administrator Benjamin Andrews 14 15 Others: Jessica Hatch, Steve Musinsky, Abby Doobie, Erin Peddle, Mary Pat Carlson, Denise Bhirdo 16 17 2. Approve Agenda 18 Motion to approve the agenda was made by White and seconded by Heidler. Motion carried — all 19 ayes. 20 21 3. Approve Meeting Minutes 22 Administrator Andrews noted that due to staff workload related to elections, meeting minutes were 23 not finalized in time and will be included in the following month's packet. 24 25 4. Comments, Correspondence, and Concerns from the Public 26 President Bell noted two letters received, one included in the packet and one received the previous 27 day and distributed to the Board. 28 29 Bhirdo addressed the Board regarding the proposed land use and zoning map changes pertaining to 30 parcels at 2629 and 2649 South Bay Shore Drive. She stated that both parcels are currently zoned B-31 1 General Business on the October 15, 2025 zoning map, and expressed concern that the proposed 32 reclassification to R-1 and R-3 constitutes spot zoning, as there is no other residential zoning in that 33 immediate area. She noted the Plan Commission's discussion appeared to be based on an incorrect 34 assumption that the parcels were zoned Countryside, and cautioned that such a change could invite 35 further rezoning requests along the commercial corridor. 36 37 5. Presentations 38 a. Broad Band Update; Door County; Jessica Hatch 3:58 39 Jessica Hatch, Door County Broadband Coordinator, provided an update on broadband 40 infrastructure and digital adoption efforts. 41 42 Frontier/Verizon Construction: Frontier, now operating under the Verizon brand as of January 2026, 43 is actively deploying fiber throughout the county from Jacksonport through the northern third of Egg 44 Harbor. Construction within Sister Bay is anticipated to be completed within one to two years, with 45 broader county buildout extending four to five years. Eight Wisconsin DOT permit extensions for 46 highway fiber work have been issued. Village streets have not yet been entered under active 47 permits, with one previously approved 2025 permit extension on file for the Gateway Right-of-Way 48 area. 49 6 Minutes of the April 21, 2026 Meeting of the Village Board of Trustees - Unapproved 2 Make-Ready Process: Hatch explained the make-ready and joint-use permitting process required by 1 WPS before ISPs may attach to utility poles, noting this process can create delays, particularly in 2 rural or farm-field areas. 3 4 Digital Adoption: Hatch noted that her county committee has transitioned from broadband access 5 advocacy to broadband adoption and digital skill-building. Sister Bay is considered a served 6 community due to existing Charter Spectrum service, making affordability and digital literacy the 7 primary gaps. Frontier's base fiber plan is available at approximately $29.99/month, representing a 8 significant savings over current cable bundles. 9 10 Device Distribution: The United Way of Door County has over 300 federally funded laptops available 11 for distribution to eligible residents. Hatch encouraged outreach through Northern Door venues, 12 churches, and NWTC to reach eligible recipients. 13 14 Action Items: 15 • Staff to invite Frontier/Verizon representatives to a future meeting to present a construction 16 timeline, phase map, and service coverage plan for the Village. 17 • Parks Committee to continue broadband-related discussions and consider volunteer digital 18 navigator opportunities. 19 20 6. Ordinances & Resolutions 21 a. Ord. 2026-001; Amending the Village of Sister Bay Future Land Use Map 22 Andrews presented the proposed Future Land Use Map (draft dated April 13, 2026), reflecting 23 changes recommended by the Plan Commission following a public hearing. The Board discussed 24 several amendments, including correcting two parcels referenced as "multifamily" to "residential" 25 consistent with Plan Commission minutes, and changing the Bay Ridge golf course parcel from 26 "commercial" back to "open lands/countryside," reflecting consensus that the corridor presents 27 significant access challenges and that the open character of that land should be preserved. The 28 Board noted the Future Land Use Map is a planning tool and not binding. 29 30 Motion to approve Ord. 2026-001 amending the Future Land Use Map, as amended to reflect 31 residential (not multifamily) for the two parcels near Open Hearth and open lands for the Bay Ridge 32 corridor parcel, was made by Heidler and seconded by White. Motion carried — all ayes. 33 34 b. Ord. 2026-002; Adopting a New Zoning Map for the Village of Sister Bay 35 Andrews presented the proposed Zoning Map (draft dated April 13, 2026). The Board discussed the 36 proposed rezoning of parcels at 2629 and 2649 South Bay Shore Drive to R-1 and R-3, respectively, 37 noting that while these parcels do not meet the dimensional requirements for Countryside zoning, 38 they are contiguous with residential uses to the south and the existing development is residential in 39 character. 40 41 Significant discussion centered on two large parcels (approximately 40 acres each) near Maple Drive. 42 The northern parcel is currently zoned R-2 (multifamily) and no change was proposed. The southern 43 parcel, currently Countryside-1 (CS-1), was proposed to be changed to R-2. White expressed strong 44 concern that an R-2 designation would facilitate high-density condominium development 45 inconsistent with community character. Bell acknowledged the fiscal argument for density but 46 agreed to a compromise. Champeau indicated preference for retaining the Plan Commission 47 recommendation. 48 49 After deliberation, the Board agreed to leave the northern parcel as R-2 and retain the southern 50 parcel as CS-1, with no change from its current zoning. 51 7 Minutes of the April 21, 2026 Meeting of the Village Board of Trustees - Unapproved 3 A first motion to approve as presented failed. 1 2 Motion to approve Ord. 2026-002 adopting a new Zoning Map, with the amendment that the parcel 3 south of 2277 Maple Drive be designated CS-1 rather than R-2, was made by Bell and seconded by 4 Adler. Motion carried 5-1, Champeau nay. 5 6 7. Discussion/Action Items 7 a. Savor BBQ Company, Inc. 10663 N. Bay Shore Drive Class B Beer Class C Wine 8 Andrews presented the application on behalf of Village Clerk Julie. Savor BBQ Company is relocating 9 and requires new Class B Beer and Class C Wine licenses for the new location. All application 10 requirements were confirmed as met. The license period runs through June 30, 2026, after which a 11 standard renewal will be required. 12 13 Motion to approve the Class B Beer and Class C Wine licenses for Savor BBQ Company, Inc. was made 14 by Kelly and seconded by Heidler. Motion carried — all ayes. 15 16 b. Operational Agreement – Boathouse 17 Andrews reported that following legal review by both the Village Attorney and the Historical 18 Society's attorney, the operational agreement was revised to remove a duplicative default provision. 19 The Village Attorney confirmed no liability concerns with the revised agreement. A numbering 20 correction was also made in the executed version. 21 22 Motion to approve the Boathouse Operational Agreement as presented was made by Bell and 23 seconded by White. Motion carried — all ayes. 24 25 c. Future Administration Building; RFP for Architecture and Engineering Services 26 Andrews presented the RFP for Architecture and Engineering Services as modified by the Parks 27 Committee. Minor grammatical corrections were identified by Heidler, including removal of a 28 duplicative word in the Overview section and a clarification that selection criteria are listed in no 29 particular order. Staff noted that a survey of the parcel will be required as part of the process. 30 31 Motion to approve the RFP for Architecture and Engineering Services for the Future Administration 32 Building, with the noted amendments, was made by Heidler and seconded by Kelly. Motion carried — 33 all ayes. 34 35 d. Pavilion Rental – Waterfront Park; Fee Schedule 36 Andrews presented the Parks Committee recommendation to establish a flat $200 per event rental 37 fee for the waterfront park stage/pavilion, eliminating the prior tiered structure. Discussion was held 38 regarding whether to differentiate between nonprofit and for-profit users. The Board agreed that a 39 tiered structure was appropriate. 40 41 Motion to approve the pavilion rental fee of $200 per event for Door County-based nonprofits and 42 $400 per event for all other users, to be incorporated into the revised 2026 fee schedule, was made 43 by Bell and seconded by Heidler. Motion carried — all ayes. 44 45 e. Technology Device and Cloud Services Policy; Discussion 46 Bell introduced the proposed Technology Device and Cloud Services Policy, which would phase out 47 Village-provided Surface Pro tablets in favor of a reimbursement model allowing trustees and Plan 48 Commission members to use personal devices. Key provisions discussed included a per-term 49 reimbursement (proposed at $600), a prorated repayment clause for early departures, and a cloud-50 8 Minutes of the April 21, 2026 Meeting of the Village Board of Trustees - Unapproved 4 use requirement directing all Village business to be conducted through Microsoft 365 online services 1 to protect Village records and limit public records exposure on personal devices. 2 3 No action was taken. The item will be returned at a future meeting. 4 5 Action Items: 6 • Staff to obtain legal opinions on the proposed policy. 7 • Staff to prepare a cost comparison for trustees and Plan Commission members, modeled on 8 $600 per term. 9 • Staff to clarify eligible reimbursable expenses and finalize prorated repayment language. 10 11 12 f. Grants and Projects Overview 2:09:13 13 Andrews provided an introductory overview of grant funding opportunities aligned with Capital 14 Improvement Plan (CIP) projects. Key programs noted included the Community Development Block 15 Grant (CDBG) Public Facilities Program (up to $1,000,000 with 2:1 local match), Clean Water Fund 16 and Safe Drinking Water Fund low-interest loans through the DNR, stewardship and recreation funds 17 for parks, and the T-Mobile Hometown Grant for placemaking (up to $50,000). Andrews noted that 18 CDBG funding would require engineering to be completed prior to application and would delay 19 construction to approximately 2028. 20 21 The Board discussed incorporating funding source identification and application timelines into the 22 annual CIP process and directed that all significant grant applications be brought to the Board for 23 authorization prior to submission. 24 25 Action Items: 26 • Staff to incorporate grant funding sources and application calendar into the CIP. 27 • Staff to present CDBG eligibility and timeline for the administration building and Triangle 28 Street project at a future meeting. 29 • Staff to coordinate with the Baird financial advisor to schedule a joint finance 30 committee/board TIF and investment overview session. 31 32 g. Monthly Financial Report & Appropriations 33 Motion to approve payment of bills in the amount of $1,935,365.35 was made by Bell and seconded 34 by Heidler. Motion carried — all ayes. 35 36 8. Staff Reports 37 Andrews reported that he is preparing a new Elected Official Handbook summarizing key Wisconsin 38 state statutes and Village procedures for new board members. He is also coordinating with IT to 39 standardize and issue Village email addresses for all new officials. One-on-one onboarding meetings 40 will be scheduled upon completion of the handbook. 41 42 9. Committee Reports 43 Committee reports were included in the packet. No additional discussion was held. 44 45 10. Matters to be Placed on a Future Agenda or Referred to a Committee, Official or Employee 46 Heidler requested that the Baird financial advisor TIF and investment overview be noticed as a joint 47 Board meeting and scheduled at a time accessible to all Board members. Bell concurred and directed 48 staff to schedule accordingly. Discussion of a zoning code rewrite was referred to the Plan 49 Commission for an initial assessment of scope and cost. 50 51 9 Minutes of the April 21, 2026 Meeting of the Village Board of Trustees - Unapproved 5 11. Next Meetings 1 a. Monday, April 27, 2026; Proposed Special Meeting 2 A Special Meeting was scheduled for Monday, April 27, 2026 at 2:30 PM for committee 3 appointments, new Board member orientation, and closed session matters. Attorney Nesbitt will 4 attend in person. 5 6 b. Tuesday, May 19, 2026 – 6:00 PM; Regular Meeting 7 The next Regular Board Meeting is scheduled for Tuesday, May 19, 2026 at 6:00 PM. 8 9 12. Adjourn 10 Motion to adjourn was made by White and seconded by Heidler. Motion carried — all ayes. 11 The meeting was adjourned at 7:56 p.m. 12 13 Minutes submitted by Julie Thyssen, Village Clerk 14 10 1 VILLAGE BOARD OF TRUSTEES MEETING MINUTES 2 Tuesday, April 27, 2026 3 (Approval Pending) 4 5 1. Call to Order & Roll Call 6 President Bell called the meeting to order at 6:00 PM on Tuesday, April 27, 2026. 7 8 Present: President Nate Bell, Patrice Champeau, Skip Heidler, Louise Howson, Terry Kelly, Brigid 9 White. 10 11 Staff: Administrator Benjamin Andrews, Village Clerk Julie Thyssen, Attorney Randy Nesbitt 12 13 Others: Nick Deviley 14 15 2. Approve Agenda 16 Motion to approve the agenda was made by Bell and seconded by Bacsi. Motion carried — all ayes. 17 18 3. Discussion/Action Items 19 a. Discussion on Culture 20 Bell introduced the topic of board cohesion, communication, and strategic planning. The Board 21 reached consensus on the following: 22 23 Board Culture/Elected Official Training: An outside facilitator should lead a single session covering 24 trustee conduct, communication expectations, and board cohesion. The League of Wisconsin 25 Municipalities or a comparable provider should be explored. Cost-effectiveness was emphasized by 26 multiple members. 27 28 Strategic Plan: The Board reached consensus to pursue a formal strategic plan for the Village, 29 facilitated by an outside party for the initial development. Subsequent annual reviews may be 30 conducted in-house. The plan should establish a shared vision, mission, core values, goals, and 31 objectives, and serve as a framework for board decisions and committee agendas. 32 33 Action Items: 34 • Andrews to research and present multiple options and cost estimates for elected 35 official/culture training, including the League of Wisconsin Municipalities and other 36 providers. 37 • Andrews to research and present multiple outside facilitator options for strategic plan 38 development, including sample work products and cost estimates. Individual consultants as 39 well as firms to be considered. 40 41 b. Village Appointments 42 Bell reviewed the full slate of committee appointments as amended. Champeau requested removal 43 from the Housing Committee. The Parks and Sewer/Water Utilities Committees will each carry a 44 vacant seat to allow for the future addition of a citizen/stakeholder member. Bjorn Johnson was 45 noted as agreeing to serve as Chair of the Zoning Board of Appeals. 46 A discussion arose regarding the use of "stakeholder" versus "citizen" designations in committee 47 bylaws. It was noted that stakeholder appointments are subject to Board approval and that bylaw 48 language would be revisited in a future discussion. 49 50 11 Minutes of the April 27, 2026 Meeting of the Village Board of Trustees - Unapproved 2 Howson raised a concern regarding stakeholder members currently appointed to committees who 1 have not been attending meetings. It was noted that the chair of the relevant committee should 2 bring this to the Board's attention and that non-attending members may be removed or invited to 3 submit a resignation. 4 5 Action Items: 6 • Andrews to follow up on non-attending stakeholder committee members and bring the 7 matter to the Board for action as appropriate. 8 • Stakeholder vs. citizen bylaw language to be placed on a future agenda for discussion. 9 10 Motion to approve the village committee appointments as amended was made by Bacsi and 11 seconded by Bell. Motion carried — all ayes. 12 13 4. Executive Session 14 a. Wisc. Stats. 19.85(1)(g) to Confer with Legal Counsel 15 Bell announced the items to be discussed in Executive Session: (i) Fiber Optic Discussion, (ii) 16 Telecommunications Contract, (iii) PSC Rate Case Hearing, (iv) 5 Bedroom Litigation, and (v) Legal 17 Counsel; Potential Litigation. 18 19 Motion to convene into Executive Session pursuant to Wis. Stats. 19.85(1)(g) was made by Bell and 20 seconded by Champeau. Roll call vote: Champeau — aye; Kelly — aye; White — aye; Howson — aye; 21 Bell — aye. Motion carried — all ayes. 22 23 b. Motion to Reconvene into Open Session 24 The Board reconvened into Open Session. 25 26 c. Motion for Action, if Appropriate 27 Following Executive Session, the Board took the following actions: 28 Motion to authorize Village Attorney Randy Desmond to make an offer consistent with discussions 29 held in Executive Session, including termination of the virtual agreement and ownership of the 30 conduit on Sullivan Mill Road, was made by White and seconded by Kelly. Motion carried — all ayes. 31 32 Motion to approve the telecommunications contract with Spectrum retroactively from June 2025, in 33 the total amount of $75,003.95, was made by Bell and seconded by Howson. Motion carried — all 34 ayes. 35 36 5. Adjourn 37 Motion to adjourn was made by Bell and seconded by Champeau. Motion carried — all ayes. 38 The meeting was adjourned at 7:35 p.m.. 39 40 Minutes submitted by Julie Thyssen, Village Clerk 41 12 PRESENTATIONS Date: May 19, 2026 To: Village Board Re: May 2026 Author: Sarah Bertges, Administrative Assistant/Deputy Treasurer Presentations for May 2026 include: a. Destination Door County and Door County Tourism Zone Partnership Presentation Good Morning, As part of our ongoing engagement with the Village of Sister Bay, we would appreciate the opportunity to present to your Village Board to provide updates on the Door County Tourism Zone, Destination Door County, and our tourism partners. We also welcome the opportunity to hear what is happening locally regarding tourism and discuss how we can best support your Village. Thank you for your assistance, and we look forward to connecting. Sue Sue Schwartz Community and Board Liaison Destination Door County 1015 Green Bay Road, PO Box 406 Sturgeon Bay, WI 54235 13 COMMENTS, CORRESPONDENCE, AND CONCERNS FROM THE PUBLIC Date: May 19, 2026 To: Village Board Re: May 2026 Author: Sarah Bertges, Administrative Assistant/Deputy Treasurer Written comments, correspondence, and concerns addressed to the Village Board for the month are included in the following link: May 2026 Village Board Correspondence 14 PROCLAMATIONS Date: May 19, 2026 To: Village Board Re: May 2026 Author: Sarah Bertges, Administrative Assistant/Deputy Treasurer Proclamations for the May 2026 Village Board Meeting are follows: 15 VILLAGE OF SISTER BAY, WISCONSIN PROCLAMATION JUNE 2026 AS ‘OPEN DOOR PRIDE MONTH’ WHEREAS, lesbian, gay, bisexual, transgender, queer, intersex, and asexual citizens and citizens of all orientations and identities (LGBTQIA+) visit, work, and live with pride in all of Door County; and, WHEREAS, many LGBTQIA+ visitors and residents have an immeasurable impact on the cultural, civic, and economic success of the county and our village; and, WHEREAS, local LGBTQIA+ residents have often faced adversity and challenges as they strive to enjoy the same quality of life and opportunities as non-LGBTQIA+ residents and are deserving of a village that embraces and welcomes with pride all persons; and, WHEREAS, Sister Bay wants all visitors and residents to take pride in the diversity of their community and the beautiful contributions we all make to those places we love to visit, work and live. NOW, THEREFORE, the Village Board of Trustees for the Village of Sister Bay, Wisconsin, a small waterfront community enriched by diversity, enhanced by a culture of acceptance and kindness, strengthened by respect and appreciation for all, and chosen for their welcoming spirit, on this 19th day of May 2026, hereby proclaims June 2026 as Open Door Pride Month. ________________________ Nathan Bell, Village President 16 RESOLUTION No. 2026-002 AUTHORIZING MUNICIPAL CREDIT CARD SERVICES WITH NICOLET BANK OF GREEN BAY AND TRANSITION FROM ELAN FINANCIAL SERVICES WHEREAS, the Village of Sister Bay is a local municipal government in the County of Door, of the State of Wisconsin, whose principal place of business is located at 2383 Maple Dr., Sister Bay, Wisconsin; and WHEREAS, the Village Board finds that the use of municipal credit card services is necessary and appropriate to facilitate efficient purchasing of goods, services, travel, and other authorized expenditures for official Village business; and WHEREAS, the Village currently maintain s municipal credit card servic es through Elan Financial Services; and WHEREAS, the Village Board has determined that establishing new municipal credit card services with Nicolet Bank of Green Bay, WI, which includes a one percent (1%) cash back benefit, is in the best financial interest of the Village; and WHEREAS, financial institutions require formal authorization by resolution for the establishment of municipal credit card accounts and related services; NOW, THEREFORE, BE IT RESOLVED, the Village Board of the Village of Sister Bay, Wisconsin, hereby authorizes the establishment of new municipal credit card services with Nicolet Bank of Green Bay, WI, for the purpose of conducting official Village business, including participation in a one percent (1%) cash back program. BE IT FURTHER RESOLVED, that the Village’s existing credit card services with Elan Financial Services shall be gradually phased out and discontinued within several months following the implementation and activation of the Nicolet Bank credit card program, as determined appropriate by the Village Financial Specialist/Treasurer to ensure an orderly transition. BE IT FURTHER RESOLVED, that the following individuals are hereby authorized to participate in the Village’s municipal credit card program with Nicolet Bank of Green Bay, WI, with assigned roles as indicated: • Volodymyr Gannik – Program Administrator & Cardholder • Benjamin Andrews – Cardholder Only • Sarah R. Berges – Reporting Administrator & Cardholder • Julie Thyssen – Cardholder Only • Erik Linczmaier – Cardholder Only • David Lienau – Cardholder Only • Megan Barnes – Cardholder Only 17 BE IT FURTHER RESOLVED, that all municipal credit card usage shall be subject to the Village’s adopted purchasing policies, internal controls, and any credit card policy established or approved by the Village Board. BE IT FURTHER RESOLVED, that the Program Administrator (Financial Specialist/Treasurer) is authorized to establish credit limits, approve card issuance, oversee reconciliation, and execute all necessary documents, agreements, and instruments required by Nicolet Bank of Green Bay to implement and maintain such credit card services. BE IT FURTHER RESOLVED, that this authorization shall remain in effect until modified or rescinded by further action of the Village Board. Introduced at a regular meeting of the Board of Trustees of the Village of Sister Bay this 19th day of May, 2026. Passed and adopted this 19th day of May, 2026. ______________________________ Nathan Bell, President ATTEST: ______________________________ Julie Thyssen, Village Clerk VOTE: Ayes ___ Noes ___ 18 Page 1 STAFF REPORT Date: May 19, 2026 To: Village Board Re: Northern Door Sports and Recreation; Proposal; Facility Reservations Management Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☒ Motion ☒ Receive/File POLICY ISSUE(S) • “Should the Village Board approve entering into a one ‑year, limited‑scope agreement with NDSR to implement and administer online reservations for the Tennis/Pickleball Courts, the Waterfront Park Gazebo, and the Sports Complex, at a flat annual fee of $1,450?” PRIOR ACTION/REVIEW • Rachel Stollenwerk of Northern Door Sports and Recreation approached the Village of Sister Bay regarding the services related to facility reservation management. On March 5 th, I (Benjamin Andrews, Village Administrator), Louise Howsen, Parks Committee Chair, and Rachel met to discuss the potential services. During the meeting, it was determined that the best path forward would be for Northern Door Management to submit a propos al for the April 6th Parks, Property, and Streets Committee. • On April 6, 2026, the Committee discussed scope and pricing preferences and reached consensus to limit initial implementation to sports ‑related facilities —specifically Tennis/Pickleball Courts, Gazebo, and the Sports Complex —and to return in May with a detailed proposal; the motion to approve the concept carried all ayes. • On May 4 , 2026, the Committee made a m otion to recommend approval of the Northern Door Sports and Recreation proposal to the Village Board, and to authorize staff to work with Northern Door Sports and Recreation to establish reservation parameters, consulting appropriate parties as needed. The motion carried. BACKGROUND INFORMATION The Village of Sister Bay currently manages all facility reservations in-house using paper forms and manual payment processes, either in person or over the phone, for facilities including Waterfront Park and its Pavilion, the Marina Park, Village Hall, the Fire Station, and the 19 Page 2 Tennis/Pickleball Courts at the Sports Complex. NDSR’s revised service proposal outlines a transition to an online reservation system by establishing and maintaining a dedicated reservations portal for the Tennis/Pickleball Courts, Gazebo, and Sports Complex. The proposal also includes software training for Village staff, timely responses to reservation inquiries, processing of refunds or changes approved by the Village, and providing revenue and usage reports upon request. During Committee discussions, members expressed a preference for a flat annual fee rather than a revenue share model for the initial implementation, and NDSR’s updated proposal accordingly sets an annual fee of $1,450 for these services. Credit card processing fees were also reviewed; due to system limitations that prevent adding fees directly to user transactions, NDSR pays approximately 3% in processing costs and deducts that amount from the quarterly remittances issued to the Village. FINANCIAL INFORMATION The proposed fees for service are based on the services for facility management for the Village’s Tennis/Pickleball Courts, Gazebo, and Sports Complex: Fee Structure (Proposed): Annual Contract Fee: $1,450, payable within 30 days of execution; agreement automatically renews annually, with potential fee increases for renewal terms upon 60‑day prior written notice; no refunds of the Annual Fee upon early termination. Credit‑Card Fees: ~3% of transactions, deducted from remittances; remittances are issued quarterly unless otherwise requested by the Village. POLICY ALTERNATIVE(S) The Village Board could take the following actions: • Approve as Presented • Seek Revisions to the Proposal; Additional Review • Request Add’ Information; Additional Review • Rejection of the Proposal • Postpone Agenda Item for Future Meeting ATTACHMENT(S) 1. Service Proposal for Facility Reservation Management from Northern Door Sports and Recreation; 04/14/2026. FISCAL IMPACT: 1. Is There a Fiscal Impact? Yes 2. Is it Currently Budgeted? No 3. If Budgeted, Where: N/A 4. Amount: $1,450 20 Northern Door Sports and Recreation stands out as the local provider deeply rooted in northern Door County, where we truly know the families, residents, and visitors who make this special peninsula their home or destination. Unlike distant or generic national services, our team lives and works here, understanding the unique rhythms of our tight-knit communities, seasonal influxes, and year-round needs. We are passionately committed to growing northern Door County as a premier place-maker for young families, seasonal residents, and everyone in between, growing dvibrant, inclusive recreational opportunities that build lasting connections, support youth development, and enhance the quality of life that draws people to this beautiful area. Village of Sister Bay | Services Proposal •  All questions and/ or concerns related to the maintenance of a facility is the responsibility of the Organizer . •  Reconciliation of disputes that result in a credit card refund must be approved by the Organizer in writing. •  The Service Provider may make themselves available for communications regarding disputes as appropriate. •  Remittances will be issued quarterly unless otherwise requested by the Organizer . •  This agreement will continue until one party notifies the other in writing that this agreement is terminated. •  Either party may terminate this agreement by giving 15 days advance written notice of termination. •  This Agreement represents the entire agreement between Organizer and Service Provider . •  This Agreement may only be amended by written instrument signed by both parties. •  This Agreement shall be governed by the laws of the State of Wisconsin. Parties This agreement is made by and between the Village of Sister Bay (“Organizer”) with an address of: ________________________________________________________________ and Northern Door Sports and Recreation LLC (“Service Provider”) with an address of PO Box 728 Fish Creek, WI 54212. In consideration of the mutual promises and covenants in this agreement, the Parties agree to the definitions, services and terms as follows: •  Facility: Any physical location or venue that the organizer owns or manages, schedules, reserves, or tracks usage for . •  Member: Adult, child or Parent/Guardian of child that is reserving a facility. Definitions Services Service Provider agrees to perform the following administrative services for the Organizer: Terms •  Setup and maintain an online reservations portal for the Sister Bay Tennis/Pickleball courts, Gazebo and Sports Complex. •  Provide software training to Staff and Administrators as appropriate. •  Provide timely response to reservation inquiries from the Organizer or Member . •  Process refunds or reservation changes approved by the Organizer . •  Provide revenue and/ or facility usage reporting to the Organizer upon request. Fees The Organizer shall pay the Service Provider an annual contract fee of $1,450 (the “Annual Fee”) for the Services, payable in full within 30 days of the contract execution date. This Agreement automatically renews for successive one-year terms. No refunds of the Annual Fee are provided if the Organizer or Service Provider terminates this Agreement before the end of the current term. Early termination does not relieve the Organizer of its obligation to pay the full Annual Fee for the remainder of the term. The Service Provider may increase the Annual Fee for any renewal term by giving the Organizer at least sixty (60) days’ prior written notice to reflect reasonable adjustments for increased administrative or operational costs. The increased fee applies unless the Organizer provides timely notice of non-renewal. Credit Card Fees: Credit card fees of approximately 3% are paid by the service provider and will be deducted from the quarterly remittance. If the Organizer requests Additional Services outside the original scope, the parties shall negotiate in good faith an equitable fee increase. If no agreement is reached within thirty (30) days, the Service Provider may provide the Additional Services on a time- and-materials basis at its standard rates or decline to provide them. Any agreed fee increase shall be documented in a written amendment. All fees are exclusive of applicable taxes, which are the Organizer’ s responsibility. 04/14/2026 21 The signature below of both the Organizer and the Service Provider activates this agreement and the definitions, services and terms as outlined above shall become binding upon both parties. Village of Sister Bay Northern Door Sports and Recreation Representative Representative Date: X: Date: X: 22 On Demand Reservations Multi-Use Resource Allocation Multi-use resource allocation efficiently schedules shared facilities, equipment, or staff across multiple activities and user groups. It prevents conflicts, supports partial bookings, and adjusts dynamically for different needs. This maximizes usage, revenue, and fair access. On-demand reservations allow residents and organizations to book municipal sports fields, courts, community centers, or other recreational facilities instantly through an online portal at any time. This self-service feature eliminates the need for phone calls or in-person visits to staff, providing immediate access to booking options based on current availability. By streamlining the process, municipalities can increase facility usage, reduce administrative workload, and enhance community satisfaction with convenient, 24/7 access. Real Time Availability and Booking Real-time availability shows current open slots that update instantly as bookings change. Users can view and reserve spots online immediately, eliminating double-bookings or outdated info. This boosts participation and simplifies demand management. Reservation Approvals Reservation approvals route booking requests to staff for review and approval before confirmation, ensuring policy compliance. Automated notifications keep applicants informed of status or required changes. It maintains control over high-demand spaces and supports equitable allocation. Automated Booking Confirmations Automated confirmations instantly send users email or SMS with booking details, policies, and reminders. They reduce manual follow-up and confusion. This saves staff time and improves the user experience. Customizable Fee Schedules + Deposits Unlimited fee schedules support flexible, customizable pricing for any facility, user type, time, or event. The system handles tiered rates, discounts, and deposits automatically. It ensures accurate billing while meeting community pricing needs. Online Waivers and Payments Electronic Permit and Waivers Online permits and waivers allow users to complete and e-sign required forms during booking. The system can require them before confirmation and stores records for compliance. This digitizes paperwork, speeds approvals, and strengthens legal protections. Northern Door Sports and Recreation manages both electronic permits and waivers as well as online payments processing. This allows residents and organizations a streamlined process for ensuring compliance with municipality policies while eliminating adminstrative paper work for staff. Online Payments Processing Online payment processing lets users pay fees securely at booking via credit card. It generates receipts, handles refunds, and streamlines reconciliation. This improves cash flow and provides a modern, convenient experience. Customer and Partner Support Scheduled Social Media Posts Municipalities can connect directly with a wide audience on both instagram and facebook with scheduled social media that reminds and reinforces facility policies and availability. Northern Door Sports and Recreation is unique in that it enhances facility use through strategic marketing efforts including seasonal promotions to our wide network of local families and individuals. Facility details can be highlighted and advertised through our online marketing channels where families or individuals can access information and reserve directly. Monthly Newsletters and Published Guide Monthly email newsletters and our semi-seasonal published guide include sports recaps, current season updates and upcoming registrations to keep families informed both in and out of season. In-Person Customer Service We provide in-person and phone support to both our partners and their customers to field questions, comments and issues before they reach you. Northern Door Sports and Recreation | Services Overview Small municipalities often face tight budgets, limited staff, and manual processes that strain resources when managing sports fields, parks, and recreational facilities without the support of an organized park or recreational district. Partnering with a specialized sports and recreational administrative service provider delivers a powerful, cost-effective solution by automating key tasks like on-demand reservations, real-time availability and booking, multi-use resource allocation, reservation approvals, automated confirmations, flexible fee schedules, secure online payments, and digital permits/waivers. These modern tools drastically reduce administrative workload, freeing up overburdened teams to further focus and invest in facility maintenance while minimizing errors, preventing double-bookings, speeding up collections, cutting paperwork, and boosting facility utilization and resident participation. The result is enhanced revenue capture, greater equity in access, improved resident satisfaction, and a professional, 24/7 self-service experience that modernizes operations without requiring additional hires or large upfront investments. 23 Page 1 STAFF REPORT Date: May 19, 2026 To: Village Board Re: Strategic Planning and Elected Official Training Services Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☐ Motion ☐ Receive/File OVERVIEW The Village of Sister Bay is interested in obtaining professional services for Strategic Planning and Elected Official Training. Village staff reached out to multiple firms to assess availability and interest in providing these services. BACKGROUND INFORMATION Several firms were contacted, including sole proprietorships; however, sole proprietors generally indicated that they are unable to take on additional clients at this time. Two firms expressed interest and conducted informal meetings with staff: • Innovative Public Advisors • Public Administration Associates Both firms will be submitting proposals, which will be brought forward to the Village Board for formal review and a decision regarding engagement. Additional Training Resources: In addition to external consulting services, the League of Wisconsin Municipalities offers several training opportunities relevant to Village Board members and staff. As the Village of Sister Bay is insured through the League, the following online training modules are available at no cost: • Municipal Organization & Authority • Open Meetings Law • Parliamentary Procedure • Public Records Law • Ethics & Conflicts of Interest • Introduction to Land Use • Budgeting (League of Wisconsin Municipalities: “Local Government Basics”) 24 Page 2 The League also organizes in‑person networking and learning opportunities throughout 2026. A near‑term event of potential interest is: League Locally: Wrightstown Live In‑Person Event June 3, 2026 at 2:00 PM (League Locally | LWM, WI) NEXT STEPS Staff will provide the proposals from Innovative Public Advisors and Public Administration Associates once they are received. The Board will be asked to review the submissions and determine next steps regarding strategic planning and training services. 25 Page 1 STAFF REPORT Date: May 14, 2026 Open Book and Board of Review Adjusted Dats Author: Julie Thyssen, Village Clerk BACKGROUND INFORMATION: The Open Book and Board of Review dates have been adjusted to accommodate scheduling needs and to ensure proper administration of the assessment review process. The updated dates are proposed as follows: • Open Book: May 21, 2026, from 9:00 a.m. to 11:00 a.m. • Board of Review: June 1, 2026, from 3:00 p.m. to 5:00 p.m. These changes require approval by the Village Board at this meeting. Upon approval, all required notices will remain valid and will be administered in accordance with Wis. Stat. § 70.47 and applicable Chapter 985 publication requirements. RECOMMENDATION: That the Village Board approve new dates. 26 Page 1 STAFF REPORT Date: April 21, 2026 To: Village Board Re: Technology Device and Cloud Services Policy Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☐ Motion ☒ Discussion POLICY ISSUE(S) “Should the Village transition from providing Village‑owned devices to elected and appointed officials to a stipend‑based model in which officials use personally owned devices to access Village cloud platforms?” AGENDA ITEM OBJECTIVE The purpose of this agenda item is to present a revised draft of the Technology Device and Cloud Services Policy. The draft has been updated to reflect direction provided by the Village Board during its April 21, 2026 meeting, including questions about sti pend amounts, prorated repayment language, and clarification of reimbursable expenses. Staff will obtain a formal legal opinion once the Board has finalized the policy language and is prepared for consideration of adoption. BACKGROUND INFORMATION The Village currently issues hardware (e.g., Surface Pro tablets) to officials for conducting Village business, creating administrative burden in procurement, maintenance, support, and inventory management. The draft policy proposes replacing Village -owned devices with a stipend model that allows officials to purchase and use their own devices while accessing all Village records and communication exclusively within Microsoft 365. This cloud -first requirement is intended to preserve compliance with Wisconsin public records law and limit exposure of personal devices. At the April 21, 2026 meeting, the Village Board discussed: • A reimbursement amount modeled on $600 per term. • The need for clearer reimbursable expense definitions. • The need for finalized prorated repayment provisions for early departures. • The need for staff to provide a cost comparison for trustees and Plan Commission members. 27 Page 2 PRIOR ACTION/REVIEW This policy was first formally presented to the Village Board on April 21, 2026. No action was taken, and the Board directed staff to return with revisions and additional information. FINANCIAL INFORMATION For comparative purposes, staff evaluated the cost of maintaining Village -owned devices versus adopting the proposed stipend model. Village Board members serve two -year terms, and Plan Commission members serve three -year terms; three of the seven Plan Commission members also serve as Village Trustees. Under the current model, the Village maintains eleven (11) Surface Pro devices assigned to governing body members. These devices cost approximately $700 each and have an average useful life of eight (8) years. IT support for the governing body is anticipated to be $1,370 per year. Over a ten-year evaluation period, the equipment would be replaced twice, resulting in a total projected cost of $29,150, inclusive of ongoing maintenance and support. Under the proposed Technology Device and Cloud Services Policy, Village Board and Plan Commission members would instead receive a stipend of $600 per term. Based on current governing body composition and term lengths, the total anticipated cost of the stip end model over the same period would be approximately $28,800. ATTACHMENT(S) 1. Financial Evaluation 2. Technology Device and Cloud Services Policy (DRAFT) 28 Page 3 Count Cost Total Useful Life Maintenance Surrface Pro: 11 $700.00 $7,700.00 8 Years 1,375.00 $ 1 2 3 4 5 6 7 8 9 10 2027-2028 2028-2029 2029-2030 2030-2031 2031-2032 2032-2033 2033-2034 2034-2035 2035-2036 2036-2037 Surface Pro 7,700.00$ - $ - $ - $ - $ - $ - $ 7,700.00$ - $ - $ Maintenance 1,375.00$ 1,375.00 $ 1,375.00$ 1,375.00 $ 1,375.00 $ 1,375.00$ 1,375.00 $ 1,375.00$ 1,375.00 $ 1,375.00 $ TOTAL Total: $9,075.00 $1,375.00 $1,375.00 $1,375.00 $1,375.00 $1,375.00 $1,375.00 $9,075.00 $1,375.00 $1,375.00 $29,150.00 1 2 3 4 5 6 7 8 9 10 May May May May May May May May May May Position Term 2027-2028 2028-2029 2029-2030 2030-2031 2031-2032 2032-2033 2033-2034 2034-2035 2035-2036 2036-2037 Village President Odd 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ Trustee #1 Odd 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ Trustee #2 Odd 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ Trustee #3 Even 600.00 $ - $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ Trustee #4 Even 600.00 $ - $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ Trustee #5 Even 600.00 $ - $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ Trustee #6 Even 600.00 $ - $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ - $ 600.00 $ Plan Commission Member #1 600.00 $ - $ - $ - $ 600.00 $ - $ - $ - $ 600.00 $ - $ Plan Commission Member #2 600.00 $ 600.00 $ - $ - $ - $ 600.00 $ - $ - $ - $ 600.00 $ Plan Commission Member #3 600.00 $ - $ 600.00 $ - $ - $ - $ 600.00 $ - $ - $ - $ Plan Commission Member #4 600.00 $ - $ - $ 600.00 $ - $ - $ - $ 600.00 $ - $ - $ TOTAL Total: 6,600.00$ 600.00 $ 2,400.00$ 3,000.00 $ 2,400.00 $ 3,000.00$ 2,400.00 $ 3,000.00$ 2,400.00 $ 3,000.00 $ $28,800 29 VILLAGE OF SISTER BAY ELECTED OFFICIALS AND APPOINTED BOARD MEMBERS TECHNOLOGY DEVICE AND CLOUD SERVICES POLICY (DRAFT) Effective Date: [DATE] 1. Purpose This policy establishes the framework for providing elected officials and appointed board members with technology resources necessary to conduct Village business while maintaining compliance with Wisconsin open records law and protecting personal devices from discovery requests. 2. Scope This policy applies to all elected and appointed officials of the Village of Sister Bay . i.e., members of the Village Board and other governing bodies. 3. Annual Technology Stipend Each eligible official shall receive a technology stipend of six hundred dollars ($600) per term of office to acquire and maintain electronic devices and related services necessary for conducting Village business. The stipend amount reflects direction from the Village Board and is intended to allow officials to utilize personal devices instead of Village ‑provided hardware. 4. Eligible Expenses Eligible expenses under the technology stipend include, but are not limited to: a. Computing devices (laptops, tablets, desktop computers) b. Mobile devices (smartphones) c. Peripheral equipment (printers, monitors, keyboards) d. Professional installation and configuration services for approved cloud applications e. Any other electronic device or service reasonably necessary to access and utilize approved village cloud platforms The stipend reimburses actual documented expenses up to the maximum term. Officials must provide a signed attestation stating the amount expended on the eligible item. 5. Reimbursement and Approval Process a. Officials submit a signed attestation of expenses incurred, including the item purchased and the amount spent. b. Reimbursement requests are reviewed and approved by either the Village Administrator OR Village President. c. Approved reimbursement requests up to the identified maximum shall be processed by the Village. d. Any expenses exceeding the maximum per term of office shall be the responsibility of the official and shall not be reimbursed by the Village. 30 ELECTED OFFICIALS AND APPOINTED BOARD MEMBERS TECHNOLOGY DEVICE AND CLOUD SERVICES POLICY (DRAFT) Page 2 e. Reimbursement requests may be submitted at any time during or after the term in which expenses are incurred. f. An official who leaves office before the end of their term must refund a prorated portion of the stipend, calculated based on the number of full months remaining in the term. g. Staff shall compute the prorated repayment according to a formula applied consistently across all governing body members. h. Repayment must occur within sixty (60) days of departure. 6. Cloud-First Work Requirement All official village business materials, documents, and communications must be created, stored, and managed through the village's approved cloud platform (Microsoft 365). Personal devices serve as access terminals only and shall not be used as repositories for official documents. Officials must not store any Village materials locally on personal devices. 7. Trigger for Cloud Storage Once a document is shared with any village official, employee, or board member, it shall immediately be transferred to and maintained within the Village's approved cloud platform. 8. Personal Email Prohibition Officials shall not conduct Village business using personal email accounts. All Village business communications shall occur through official village email or approved cloud collaboration tools. 9. Device Protection and Open Records Compliance By limiting official work to cloud -based platforms accessed through personal devices, officials' personal devices are protected from open records requests. Public records requests are directed to the Village's official cloud platform, where all Village business records are maintained and accessible. 10. Approved Cloud Platform Changes Any changes to the Village's approved cloud platform require approval by the Village Board before implementation. 31 ELECTED OFFICIALS AND APPOINTED BOARD MEMBERS TECHNOLOGY DEVICE AND CLOUD SERVICES POLICY (DRAFT) Page 3 11. Technology Support The Village shall provide configuration and technical support limited to: a. Setup and configuration of Outlook on the official's chosen device or platform b. Troubleshooting access to the Village's approved cloud platform c. Guidance on cloud-first document workflows Officials are responsible for general device maintenance, software updates, and technical support beyond cloud platform access. 12. Transition and Grandfather Provision a. Elected officials and appointed board members currently serving and currently using Village-provided tablets may continue to use those devices without participating in the technology stipend program. a. Officials currently using Village ‑issued Surface Pros may continue to do so only for the remainder of their current term. b. All newly elected or appointed officials who do not already have official Village- provided devices shall participate in the technology stipend program and shall not receive village-provided hardware. 13. Separation from Service When an official leaves office: a. The official shall remove all non -public documents from personal devices within seven days of departure. b. The official shall refund any unused portion of the annual stipend within sixty days of departure. If more than one year has elapsed since receipt of the stipend, refund is not required. c. The village makes no claim to personal devices acquired through the stipend. 14. Definitions Approved Cloud Platform: The village's official Microsoft 365 tenant and associated cloud services. Personal Device: Any computing device owned by the official and not provided by the village. Village Business: Any work, communication, or documentation performed in an official capacity on behalf of the village. Non-Public Documents: Any materials not in the public domain, including closed session materials, draft documents, and work product created prior to sharing with other village officials. 32 ELECTED OFFICIALS AND APPOINTED BOARD MEMBERS TECHNOLOGY DEVICE AND CLOUD SERVICES POLICY (DRAFT) Page 4 15. Privacy Recommendations While outside the scope of this policy, the Village recommends that officials consider establishing a separate phone number (such as through Google Voice) for village business communications to maintain separation between personal and official communications. 16. Effective Date and Review This policy becomes effective [DATE]. The village board shall review this policy annually and may amend it as needed. 33 34 35 36 37 38 39 Follow link below for more reports: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:c84ab1ac-b074-47a2-a683-3bf593032961 40 Village of Sister Bay Board Report Meeting Date: May 19, 2026 Amount Total 153,147.02$ 24,297.57 Village Total 177,444.59$ 157.28$ - - Minor Funds Total 157.28$ Debt Service Village -$ Special Revenue - Marina - Utilities - Debt Service Total -$ 7,103.70$ - CIP/TIF total 7,103.70$ 36,144.01$ 67,610.39 6,186.13 - Utility total 109,940.53$ 83,276.55$ 10,486.28$ 1,142.22$ Marina Total 94,905.05$ Net payroll: PR 04/03, and 04/17 71,030.00$ 4,090.41 12,299.26 Payroll/taxes total 87,419.67$ 476,970.82$ Respectfully submitted, Volodymyr Gannik Financial Specialist/Village Treasurer Retirement paid online TOTAL ALL BILLS CIP/TIF bills prepaid CIP/TIF Bank fees paid electronically Water fund bills prepaid Collection fund bills prepaid Bank fees & bills paid electronically State taxes paid online Wastewater fund bills prepaid Marina bills prepaid Marina sales tax Marina credit card fees & bills paid by EFT Bank fees & bills paid electronically Staff members have carefully reviewed the following bills and are recommending that they all be approved. Bills By Type Village bills prepaid Bank fees & bills paid electronically Special Revenue Funds bills Special Revenue Sales Tax 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 COMMITTEE REPORTS Date: May 19, 2026 To: Village Board Re: May 2026 Committee Reports Author: Sarah Bertges, Administrative Assistant/Deputy Treasurer Committee reports for the month are included in the following link(s): May 2026 Committee Reports 64