Parks, Property & Streets Committee Meeting — Agenda packet

POSTED ON: 4/30/2026 PARKS, PROPERTY & STREETS COMMITTEE MEETING AGENDA MONDAY, MAY 4, 2026, AT 1:00 PM Sister Bay Liberty Grove Fire Station – 2258 Mill Road, Large Meeting Room To access the meeting electronically, click: https://zoom.us/j/4439901723?pwd=yAVpi40M1OIqgNufcVUE8XWCUSkKaH.1&omn=97063638580 Meeting ID: 443 990 1723 Passcode: 304078 To connect by phone: 1-301-715-8592 - Meeting ID 443 990 1723# For additional information visit: www.sisterbaywi.gov and click ‘Meetings’ AGENDA 1. Call to Order & Roll Call 2. Approve Agenda 3. Approve Minutes: a) April 6, 2026, Regular Meeting 4. Comments, Correspondence, and Concerns from the Public 5. Discussion/Action Items a) Northern Door Sports and Recreation; Proposal; Facility Reservations Management b) Memorial Bench Policy Discussion c) Memorial Bench Submission for Review- Janko Family d) DNR Encumbrance Update e) Schedule Walking Tour and Tree Placement – May 2026 6. Executive Session a) Wisc. Stats. 19.85(1)(g) confer with legal counsel for the governmental body who is rendering oral or written advice concerning 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 7. Staff Report, Board Update 8. Matters to be Placed on a Future Agenda or Referred to a Committee, Official or Employee 8. Next Regular Meeting: a) June 1, 2026 at 1:00 PM 9. Adjourn Public Notice – PARKS, PROPERTY & STREETS COMMITTEE MEETINGS ONLY For questions regarding the above agenda items or to review the related files, call the Administration Office (phone number below) or email info@sisterbaywi.gov. To submit letters in support or opposition of an agenda item, email adminassist@sisterbaywi.gov by 4:00 p.m. the day before the meeting. Letters received after the meeting packet has been mailed will NOT be sent to committee members but will be SUMMARIZED at the meeting. It is possible that members of, or quorum 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. 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 Sister Bay Village Administration Office at 854-4118 or by writing to the Village Administration Building, 2383 Maple Drive, PO Box 769, Sister Bay, WI 54234. Copies of reports and other supporting documentation are available for review at the Village Administration Building during operating hours (8 a.m. – 4 p.m. Mondays through Thursdays, and 8 a.m. – 12:00 p.m. Fridays). The Village of Sister Bay is an Equal Opportunity Provider & Employer 1 Committee Chair, Trustee – Louise Howson 2 Trustee - VACANT 3 Trustee - Nate Bell 4 Citizen Member - Jerry Ahrens 5 Citizen Member - Mike Laszkiewicz Village Administrator – Benjamin Andrews Department Director – Erik Linczmaier Administrative Assistant – Sarah Bertges 1 1 PARKS, PROPERTY & STREETS COMMITTEE MINUTES 1 MONDAY, APRIL 6, 2026 2 (Approval Pending) 3 4 1. Call to Order & Roll Call5 April 6, 2026, meeting of the Parks, Property & Streets Committee was called to order by Committee6 Chair Howson at 1:00 P.M.7 8 Committee Members Present: Committee Chair Louise Howson and members Jerry Ahrens, Denise 9 Bhirdo, Nate Bell, and Mike Laszkiewicz 10 11 Staff Members Present: Village Administrator Benjamin Andrews, Parks & Streets Director Erik 12 Linczmaier, and Administrative Assistant Sarah Bertges 13 14 Public Present: Kathy Wagner, Steven Jarzombek, Abby Doobie, Erin Peddle, Via Zoom: Robert 15 Geitner, Laurel Harff, ph# xxx-xx-0915 16 17 2. Approve Agenda18 Motion by Bhirdo, second by Bell, to approve the agenda. Motion carried – all ayes.19 20 3. Approve Minutes: March 2, 2026, Regular Meeting21 Bhirdo raised concerns about the ongoing list of future agenda items, noting that some items have22 remained on the list for many months without resolution. She specifically mentioned waiting for a23 bus grant update for nearly a year and expressed frustration about the lack of progress on various24 items. Howson acknowledged the concern and indicated they would work through the prioritized25 list.26 Motion to approve the March 2, 2026 minutes as presented by Bell, Second by Ahrens. Motion27 carried – all ayes.28 29 4. Comments, Correspondence, and Concerns from the Public30 No comments from the public.31 32 5. Discussion/Action Items33 34 a. Northern Door Sports and Recreation; Proposal; Facility Reservations Management35 Andrews introduced Rachel Stollenwerk from Northern Door Sports and Recreation, who presented36 a proposal for facility reservation management services. The proposal included options for either an37 annual contract fee or revenue sharing arrangement to manage online reservations for various38 village facilities including tennis courts, pickleball courts, and potentially other recreational facilities.39 Stollenwerk explained that their service would provide an online reservation system allowing40 residents and visitors to see availability and book facilities in real-time. She emphasized this would41 improve customer experience by eliminating lengthy phone calls to staff and providing 24/7 booking42 capability. The system would include features like reservation approval processes, scheduling43 parameters, and customer service support.44 Committee members discussed the scope of services extensively. Laszkiewicz inquired about the45 business model and whether other municipalities used similar services. Bell and Bhirdo expressed46 preference for starting with sports-related facilities (tennis courts, pickleball courts, sports complex)47 rather than including all village facilities initially. There was consensus that facilities like Village Hall48 and larger event spaces should remain under direct village control.49 2 Minutes of the April 6, 2026, meeting of the Parks, Property & Streets Committee – unapproved 2 Significant discussion occurred regarding credit card processing fees, with Bell and Bhirdo noting 1 that many businesses pass these costs to customers. Stollenwerk explained current limitations in 2 their payment processing system that prevent adding fees directly to transactions. 3 Bell advocated for a flat fee structure rather than percentage-based pricing for the initial year. The 4 committee reached consensus to proceed with a limited scope including tennis courts, gazebo, and 5 sports complex facilities, requesting a detailed proposal with pricing for the May meeting. 6 Motion by Ahrens, second by Bell to approve the concept as discussed for tennis courts, gazebo, and 7 sports complex, with detailed proposal to return to committee in May. Motion carried – all ayes. 8 9 b. Peninsula Kayak Company; E-Bike Storage Shed and Beach Bike Rental Proposal 10 Discussion regarding an updated proposal for an e-bike storage shed, addressing previous concerns 11 about materials and location. The revised proposal specified treated pine construction with painted 12 finish to match surroundings, and relocation further east from the water to comply with setback 13 requirements. 14 Committee members discussed the approval process and zoning compliance requirements. Bhirdo 15 emphasized the need to follow proper procedures and ensure plan commission review for zoning 16 compliance. 17 Motion by Ahrens to approve the proposal content and refer to plan commission for zoning review, 18 second by Howson. Motion carried 4-1 with Bell opposed. 19 20 c. Memorial Bench Policy Review 21 Andrews presented updated cost analysis showing actual costs of $4,781 per memorial bench 22 compared to current $1,000 fee. This includes full charge-out rates for staff time, materials, and 23 installation including concrete pads where needed. 24 Extensive discussion occurred regarding cost recovery and pricing structure. Bell emphasized using 25 charge-out rates to determine true costs to the village. Committee members debated whether to 26 recover full costs or subsidize memorial benches as a community service. Bhirdo suggested exploring 27 outsourcing the routing work to reduce labor costs and suggested contacting local woodworker Bob 28 Jischke for alternatives. 29 Linczmaier explained the time-intensive nature of the custom routing process and noted that 30 replacement benches on existing pads would cost less than new installations. He also raised a 31 specific issue with the Dick Burress bench damaged by village snow removal operations, where the 32 10-year agreement had expired. 33 The committee requested detailed cost breakdowns for both new installations and replacements, 34 exploration of alternative suppliers or methods, and clarification of warranty provisions with existing 35 vendors. 36 Policy discussion centered on implementing a tiered system with higher standards for premium 37 locations (Waterfront Park, Marina Park) and lower barriers for other locations (Sports Complex, dog 38 park, bike path). The committee agreed on updating the renewal process to place responsibility on 39 memorial sponsors to contact the village rather than village staff tracking renewals. 40 41 d. RFP for Architecture/Engineering; Future Administration Building 42 Andrews presented a draft Request for Proposals for architectural and engineering services for the 43 future administration building project. The RFP was based on the previous template with updates 44 specific to the new building site and needs assessment. 45 Bhirdo provided extensive editorial feedback on language, grammar, and content accuracy. Key 46 issues included updating references to needs assessment rather than "in house needs 47 development," correcting site description details, and clarifying the selection process. She 48 emphasized that scoring would not be the sole determinant of contract award, as the committee 49 would engage in discussion and evaluation beyond numerical rankings. 50 3 Minutes of the April 6, 2026, meeting of the Parks, Property & Streets Committee – unapproved 3 Discussion addressed whether a property survey was prerequisite to issuing the RFP. Bell noted that 1 while a survey would be needed before design work begins, it may not be required for contractor 2 selection. Andrews agreed to research existing survey information in village files. 3 Bhirdo requested all changes be shown in track changes format for board review. Bell suggested 4 adding language clarifying that selection criteria are listed in no particular order of importance. 5 Motion by Bell to recommend the RFP to village board with amendments as discussed, second by 6 Howson. Motion carried -all ayes 7 8 e. Facility Rental Fees; Pricing for Non-Profit Organizations9 Andrews reported that the Peninsula Symphonic Band had successfully made their reservation under10 the existing policy. The committee reviewed the proposed nonprofit rental fee policy without11 recommending changes from the previous version.12 Bell raised concerns about ensuring actual nonprofit organizations use facilities rather than13 individuals claiming to represent nonprofits. The committee agreed to add language specifying that14 facility use must be by the nonprofit organization directly, not third parties operating on their behalf.15 Motion by Bell to approve the nonprofit facility rental fee policy as modified, second by Laszkiewicz.16 Motion carried – all ayes17 18 f. Pavillion Rental; Fee Schedule19 Andrews explained the need to establish separate pricing for pavilion stage rental at Waterfront20 Park, as current fee schedules only addressed full park rentals. Previous charges had varied21 inconsistently, with the symphonic band paying $75 last year.22 Committee discussion centered on appropriate pricing levels and whether to differentiate between23 amplified and non-amplified events. Ahrens suggested $250 initially, while the committee ultimately24 settled on $200 for nonprofit organizations. Bell raised ongoing concerns about limiting rentals to25 nonprofit organizations only, noting potential issues with objectionable nonprofit groups, but no26 alternative screening method was identified.27 Motion by Ahrens to establish pavilion stage rental fee at $200 for nonprofit organizations, second28 by Howson. Motion carried – all ayes.29 30 6. Staff Report, Board Update31 Bhirdo expressed concerns about the unauthorized contract with Dan Warmbrodt for flower bed32 management at post office, village hall, and marina locations. Linczmaier explained this was33 budgeted landscaping support to replace volunteer Joy's services, with Warmbrodt recommended34 by Joy and costing $6,100 annually. Howson clarified that she had been involved in the decision-35 making process as Joy had indicated this would be her final year of volunteer service.36 Discussion addressed providing Warmbrodt with the committee's approved plant list and potentially37 having him attend a future meeting to discuss his vision and plans for the flower beds.38 Regarding Mill Road landscaping issues, Ahrens expressed frustration that Door Landscape's original39 plant recommendations were failing despite being selected specifically for the site conditions.40 Andrews agreed to review warranty provisions and discuss replacement options with the vendor.41 Committee discussion addressed tree planting timing and species selection. Linczmaier reported on42 arborist Ivan's recommendations to substitute birch for oak trees and spring planting timing. Bhirdo43 strongly objected to birch trees, citing their fragility and shorter lifespan compared to oak. The44 committee directed staff to proceed with oak trees as originally planned rather than birch45 substitutions, and to provide proper diagrams and documentation for the May meeting.46 Howson raised concerns about dark sky compliance following recent articles about Newport State47 Park's endangered dark sky designation. Bell noted that WPS streetlight conversions are ongoing and48 emphasized the village's proximity to the park.49 50 7. Matters to be Placed on a Future Agenda or Referred to a Committee, Official or Employee51 4 Minutes of the April 6, 2026, meeting of the Parks, Property & Streets Committee – unapproved 4 The committee discussed scheduling the annual walking tour for May, with specific date to be 1 determined at the next meeting. Andrews noted that the ongoing list of future items remains, with 2 several items expected to be resolved following action taken at this meeting. 3 4 8. Next Regular Meeting 5 The next regular meeting was confirmed for May 4, 2026 at 1:00 PM. 6 7 9. Adjourn 8 Howson thanked Bhirdo for her years of service on the Parks Committee and noted her professional 9 contributions to the village's parks and appearance standards. 10 Motion by Laszkiewicz, second by Ahrens to adjourn the meeting at 3:31 P.M. Motion carried - all 11 ayes. 12 13 Respectfully submitted by Sarah Bertges, Administrative Assistant. 14 5 6 7 8 Page 1 STAFF REPORT Date: May 4, 2026 To: Parks, Property and Streets Committee 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 Committee 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. 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 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. 9 Page 2 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 Parks, Property and Streets Committee could take the following actions: • Recommendation of the Proposal to the Village Board • Seek Revisions to the Proposal; Additional Review • Request Add’ Information; Additional Review • Recommend Rejection of the Proposal to the Village Board • 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 10 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 11 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: 12 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. 13 Page 1 STAFF REPORT Date: May 4, 2026 To: Parks, Property and Streets Committee Re: Memorial Bench Submission – Janko Family Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☒ Motion ☒ Receive/File POLICY ISSUE(S) “Should the Parks Committee approve the Janko Family’s request for installation of a memorial bench under the Commemorative Bench Program Policy.” BACKGROUND INFORMATION The Village received a memorial bench application from the Janko Family. The request includes: • A proposed bench inscription in memory/honor of an individual (exact text submitted in application). • A written statement describing the honoree’s connection to the Village, as required by the policy. • Payment of the $1,000 fee for the bench, installation, and maintenance endowment. Under the Village’s Commemorative Bench Program Policy, memorials must meet several criteria: 1. The honoree must have direct affiliation with or have lived in the Village of Sister Bay and have made significant contributions to the community. Memorials must reflect Village culture and history. 2. Donors must submit a written statement outlining the honoree’s connection; staff may edit for clarity or length. These statements are posted on the Village website. 3. The Parks, Property & Streets Committee and/or Village staff have final approval on the memorial and location. 4. Only Village ‑approved bench models and installation methods may be used, and the commemoration wording must be within “In Memory of …” or “In Honor of …” 5. Approved locations include Waterfront Park, Marina/Marina Park, Sports Complex, Dog Park, and Bike Path. 14 Page 2 Staff has reviewed the Janko Family submission and confirmed it meets the administrative completeness requirements: application form, fee, and written narrative. The Committee’s role is to determine whether the memorial meets the policy criteria related to the honoree’s connection, contributions, and suitability within the Village’s cultural and historical context. PRIOR ACTION/REVIEW No prior Committee or Board action on this request. ACTION(S) Village staff recommend reviewing the submission with the Committee, and determining is the approval meets the following: • The honoree’s contributions, as described in the written statement, meet the policy requirement of significant affiliation and contribution to Sister Bay, and • The requested bench location is consistent with the approved sitting areas in the policy. NOTE: The memorial bench policy is currently under review, and the approval should be conditional based on the applicant’s submission under the future revised policy. If the Committee is in favor, the following motion may be made: “I move to conditionally approve the memorial bench request submitted by the Janko Family, with final placement and acceptance contingent upon the applicant’s compliance with the forthcoming revised Commemorative Bench Program Policy.” POLICY ALTERNATIVE(S) The Parks could take the following actions: • Approve (Conditional) • Approve (As Presented) • Deny • Postpone ATTACHMENT(S) 1. Memorial Bench Submission – Janko Family 15 Village of Sister Bay . Commemorative Bench Program Policy and Donation Agreement ~ (approved by the Village Board 04/20/21) •. It is the policy of the Village of Sister Bay to accept donations for the purpose of installing commemorative benches within Village parks and public spaces to offer the opportunity to honor someone special, to remember a loved one, or to recognize a special event or achievement. Benches that commemorate significant events in village history will be determined by the Board with assistance from the Sister Bay Historical Society. Donation Purpose: Donations will be accepted only for the purpose of purchasing and installing park benches approved by the Village. Policy Statements: 1. Individuals that wish to be commemorated with a physical memorial must have a direct affiliation with, or have lived in, the Village of Sister Bay and have made significant contributions to our community. Memorials need to reflect the Village "culture" and recognize the overall historical significance of the person. Memorials need to "tell the story" of the Village of Sister Bay. 2. Donors will submit a written statement outlining the connection between their honoree and the Village of Sister Bay. These statements will be compiled and shared on the village's website as a further means of commemoration and carry on the story of those who have shaped Sister Bay. Village staff reserve the right to edit the statement for appropriateness and length, if required. 3. The Parks, Property and Streets Committee and/or Village Staff will have final approval of requested memorials and location of placement. 4. The location of memorial benches shall be sited according to the master plan layout of the Village parks and public spaces. The approved spaces include: a) Waterfront Park b) Marina and Marina Park c) Sports Complex d) Dog Park e) Bike Path 1 I 1 I f • • . ":· " ~ • ;; ~ • • i,· i,.' 16 ,-.\::--:-;\ o\ -·l\··'1'"' ·~•-. <\· " \\ -1 o\ ·-. · ·.i_ o\"·--4'"=-l\··· ,ti -.\ t\ -\ "- ,t 4 ;., · -:-it~ 4 "" '1' --,\ t\ " o\ ;..,_ 'o\• · .i, "",\ .ii:..~ ,t, 4 "' -\ 4 .\ .... -.\ - <\- '\ 1\ 1- -\ .._ -al sv· -1 -.,1, ,1 .\· Js,' i l f\ · -,\" o\ .1 ... i ~ \~ ."',. l 5. Once donated, the memorial becomes the property of the Village and it is prohibited for donors to decorate or add adornment to the memorial item. 6. Commemorative benches shall be constructed of wood with a metal frame and placed on concrete slabs where necessary. The commemoration statement will be routered directly on the bench. 7. Cost of a memorial bench shall be $1000 which includes all materials, labor, and installation along with any necessary maintenance endowment. 8. Th~_wording on the memorial will be limited to a) l_nmemory of ... b) In honor of ... 9. Park benches will have a guaranteed life of 10 years. The Village of Sister Bay agrees to replace a damaged or destroyed bench within the first 10 years but does not guarantee permanency of the memorial beyond that time. After nine (9) years, office staff will contact the donor (or alternate contact) in writing at the address shown on the completed application to inform them of the upcoming termination date of the memorial. Donors may request renewal of the term for an additional fee. The renewal fee will be the current cost of a new bench, regardless of the condition of the current one, and the term will again be 10 years. If a Donation Agreement was not in place at the time of the original request, the donor must complete a request form. Policy Statement #1 shall apply to all memorials even if it did not at the time of the original request. If the donor or alternate contact cannot be reached after three (3) months of the initial attempted contact, the memorial location will be offered to a new donor. 10. Donors must enter into a written donation agreement with the Village (attached). This document will specify the terms of any gift, which may include provisions regarding maintenance, life span, and donor recognition. 11. This policy will be reviewed annually and updated as necessary. 12. The master plan of public parks and public spaces will be reviewed and updated as necessary. 2 > ~ 17 4 Commemorative Bench Program Donation Agreement Please complete this application to donate a park bench to the Village of Sister. Village staff will contact you regarding acceptance of your application and placement of your memorial. I wish to donate a memorial park bench □ IN MEMORY OF XiN HONOR OF (check one) li 1 K r ~ 11 l:L n -L- Y ~11 r-."\ 5 R tJK o A • ,I\ (limit of 23 characters including spaces) H\~E Pf Ub 'rA1 JANKD Donor Name: 1ne 1anko G~"rls Address: City, State, Zip: Email: Phone: Alternate Contact Name: ~1i-n ..... n ..... if-'-< .... r_(io~d .... r1 ... 11...,n ..... o ____ ,---____________ _ A!ternate Co~t~ddress: City, Sta~e, Z1p: Email: . Phone: r - c~ M . ,2) . Desired location for placement of memorial: Wateorna:tlliv:£ oraaoa Enclosed is a fee of $1000 for a park bench payable by check to VILLAGE OF SISTER BAY. I have also attached a written statement (see back of form) which will be edited by village staff and posted on the village's website. Completed form and payment can be mailed to PO BOX 769, Sister Bay, WI 54234. Questions on completion of this form can be directed to staff at (920) 854-4118 or email info@sisterba ywi.gov. I acknowledge that a monetary donation is being offered to support Village of Sister Bay parks. I agree that I have read the entire Commemorative Bench Program Policy and understand the terms and conditions under which I am making this request. With this donation, the Village of Sister Bay will install a commemorative park bench for a period of 10 years engraved with the name of the designated honoree indicated above. After 10 years, the bench may be removed or refurbished with a future donation. I also grant permission for the Village of Sister Bay to compile and share the written statement about the honore submitted with t • uest on their website for the public to enjoy. 1-1/Jrl ero 3 18 • . <'lo " - ~'~ • ...-.. .. - ,,.. .. -=-, --=-r\=-··-=-•=--=-~=-·•-· 'I <I 4 -"' 4, --:;a,=- - -1. 4 • 4 ... -~-:-" ,,. ~~ 4 . ,, C. II. .,_ 4 -·,;: • "-1. • "4,,--"- - 4 4 -., 4 '-'· -.·=- .. --... • 4 "4 ill Commemorative Bench Program Honoree Details Want to remember an individual important to the area? Consider the following questions when creating your statement about your family member and/or loved one: While residing in the Village: *where were they employed or did they own their own business *did this person serve on any project committees *did this person conduct any volunteer service in the village *list any other significant contributions to Sister Bay Statements need not be overly long. Village staff will contact you at the email or number provided on the reverse of this form if clarification is needed. ~..141..U..J.L-LJ¥,.l..Ll.---L..!.IJU.l,.J.U.4........1~--L...L:.....l,ll.J.Ll!.....l.~~~l,l.l,l.!...JI..Ll..!.ill!.W~ ' (liu1 j(\ ~ildff'n : U,1,1.JA~...L.l,L_.LU-,WLLll,LL..J...:...II.J~..!...!...:.....l,A....ILl...LU,,.1-I-..L.:..L...t...:..ll....fL-~....µ..u..:µ"1,A..IIJ,........S..jWC-~.,J.L....J,J..l.....l..W.l~ilL!l aijd (/(S5 '-'-""J..XLl~...LJ..1.J~l-!.l,,.~U-U<.I....L/,1..L...-.L?..Ll,Ll,O,J'-'-'+.J.LJ_.U..U,L,IL""1,ILJ~....lf.JJ~~-U-l~.ll.lol-++"u..:::;f...1..D~,ll.!..U~IWQ,,l..,,l..:.llo. ~ '-li+-'.,.!.4',l,l..l..J.l..l.il..4-L.II...U.-4AJ.-I--L!.M~J..:..L.LU,-J..!.U,-J,,61:.j~..u.....i...t~ILLI.U~..:::t..JJ/.~.LIL..llJ4L-l~~l,..l4..l, ~ih(s • ~~~~UI-U-L-J~~~~~~~.I....W--!Vl--lY-LJ.l~ ~i ................... ......_~""'"'""""-"+- ......... ~--+-- ............................ --+-'-....................... .._._....__..,L.L..L_.U....:,,. ......... -"",l,~FJ,,L,'-"""""-L ........... =.....,,..""""'...,_.,_.l..!.!....C..! e 19 04-14 Katltcrinc 1'. Wltitfidd 1550 62nd St. :Downers (jrove, 11 60516-1784 :_ PAYTO~ ~ ,:f J 515!f&id (f(J/ i Ont dtiOtlfdYIIJ drwa6 an Vf/Od ~ 2-11710 1511 DATE'l/4l}th I $ /ddO,dcf IDOUARS fil :"::° I CHASE O 0 JPMorgan Chase Bank, N.A. ~ ~ www.Chase.com MlBMO :Rine~ ,-:□-? --□-□ ....... □-□~. ~-.-= - --5 80 q 2 8 ~ '?111 I. ~- I. •• --- NI' 20 STAFF REPORT Date: May 4, 2026 To: Parks, Property and Streets Committee Re: Knowles-Nelson Stewardship Program; Encumbrance Resolution Options; Parking Lot Appraisal Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☒ Motion ☒ Receive/File BACKGROUND INFORMATION In 2011, the Village received a $1.4 million Knowles-Nelson Stewardship grant to acquire land for Waterfront Park. In 2015, the grant agreement was amended to allow the creation of parking along the highway near the park, reducing the park size by 0.063 acres. The lost land was replaced with 0.6 acres at the Marketplace Parking Lot, which became encumbered by grant restrictions requiring public access. Later, the Village approved a Development Agreement with The Dorr Hotel, granting exclusive use of some Marketplace lot stalls, violating the grant terms. CURRENT ACTION Village Staff contracted professional appraisal services for an appraisal report for the real estate property (Lot 11, Mill Road). According to the appraisal report, the property’s market value is $549,000. The DNR reviewed the appraisal report and indicated it was acceptable for use. The next step in the process is to determine potential replacement land that meets the DNR’s conditions (see email). FINANCIAL INFORMATION Fiscal impact includes appraisal costs and potential land replacement. ATTACHMENT(S) 1. Email from DNR 2. Appraisal Report 21 1 Ben Andrews From: Roffler, Luke S - DNR <luke.roffler@wisconsin.gov> Sent: Thursday, April 9, 2026 10:05 AM To: Ben Andrews Cc: Louise Howson Subject: RE: SISTER BAY PARKING LOT UPDATE Categories: Parks Committee Ben, Good news, the appraisal has been reviewed and accepted for use. The revised report only includes Lot 11, which is the parcel with KN-Stewardship encumbrance. I can’t speak to whether the Village will want to move on from the larger parking lot. As far as the KNS conversion goes, the Village will need to find a suitable replacement parcel that meets or exceeds the following: • Acreage: 0.60 acres • Appraised value: $549,000 • Recreational utility o Prefera bly a parcel that serves the users of Waterfront Park, which is where the original KNS conversion occurred. o Preferably a parcel that replaces the lost parking stalls at Lot 11. Happy to jump on a call to talk through possible replacement parcels when you’re ready. Let me know if you have any additional questions. Thank you. Luke S. Ro ffler Grant Manager, Knowles-Nelson Stewardship Program / LWCF Wisconsin Department of Natural Resources 141 NW Barstow Street Waukesha, WI 53188 (608)294-8017 luke.roffler@wisconsin.gov dnr.wi.gov Our core values include professionalism, integrity, and customer service. Please visit our survey to provide feedback on your experience interacting with any DNR employee. 22 3 23 Page 1 STAFF REPORT Date: May 4, 2026 To: Parks, Property and Streets Committee Re: Schedule Walking Tour and Tree Placement – May 2026 Author(s): Erik Linczmaier, Parks and Streets Director Action(s) Requested: ☐ Ordinance ☐ Resolution ☒ Motion ☒ Receive/File PURPOSE The Parks, Property & Streets Committee is asked to set specific dates for the 2026 walking tour(s) and confirm that the tours will include discussion of tree placement needs and options at Marina Park, alongside other identified park amenities. PRIOR ACTION/REVIEW Last year, the Park Property & Streets Committee scheduled a walking tour for Waterfront Park and Marina Park for June 16 th, 2025. Top action items for discussion were Historic Signage, Gazebo Benches, E -bike Shed, bush removal , and Little Library. This year’s walking tour should focus on reviewing the outdoor recreation plan and identifying the future needs for parks, properties, and facilities. RECOMMENDED ACTION Following prior committee discussions, the Committee is asked to: 1. Set firm dates for the 2026 walking tour(s). a. Proposed: One tour in May 2026, optional second tour in fall. 2. Confirm the tour agenda includes a review of tree placement at Marina Park, along with other ongoing park needs. 3. Select which parks or facilities, if any, should be prioritized for inspection ahead of others. 24 25 26 27 PARKS & STREETS DIRECTOR’S REPORT Date: May 4, 2026 Board/Committee: Parks Committee Meeting Re: Monthly Report Author: Erik Linczmaier, Director 1. Staff started the process of spring cleanup and setting items back out in the parks. 2. Staff finished constructing the second mini mezzanine in the new shop. 3. Staff rebuilt the handrail leading down to the Bays concession stand. 28 4. The county came through with the street sweeper. 5. The Historical signs concrete pad was poured by Lakeview Concrete. It turned out looking great! I have been in contact with Julie Hein, the project’s sign creator, and she is hoping to have the first draft of the Historical sign ready for committee review in June. 6. Peterson Masonry submitted the winning bid for the stone bench and counter to be constructed in the gazebo. The project is set to start mid-to-late May and is estimated to take 2-3 weeks to construct. The project total will be slightly more than anticipated. As the cost to run electricity was not included in the funding request. I did reach out to Vlad regarding this matter, and he informed me that based on guidance from DDC, if we exceed the current year’s allocation, we can offset that by using less in a future year. In the meantime, the General Fund would cover any overage, and it should balance out over time. 7. Staff completed the committee’s request to contact Bob Jischke to explore memorial bench making process. Bob is interested in assisting in the process but asked if he could put one together before he gave a firm cost estimate. The department had a bench that was damaged and needed to be remade. Bob will be remaking this bench. The hope was to have everything done for May’s Parks Committee meeting, unfortunately Bob couldn’t pick up the bench making 29 material until late April. All information that the committee has requested for the memorial benches will be ready to present for June’s meeting. 8. Bridenhagen Tree & Landscape has placed the order for the trees. The trees should be here in the first week of May with installation happening shortly after arriving. The final decision that needs to be made by the committee is the placement of the four trees that will be installed near the boat rental kiosk. Drawing will be attached to the packet showing the committee’s original planned layout and alternative layout. The reason for the alternative layout is to have the new trees not interfere with Marina Fest Pancake set-up and operation. Disregard the Renaissance Oasis Clump on the drawing. The trees ordered were Burr Oak and Autumn Blaze for that location. 9. South Spring Road flooded out this spring. I have made Ben and Carla aware of the issue. I plan on meeting Randy from the Door County Highway department out there soon to discuss road culverts and ditches. Possible engineering may have to take place along with driveway culvert installation to assist in water draining efforts. 30 31 32 Page 1 STAFF REPORT Date: May 4, 2026 To: Parks, Property and Streets Committee (“Parks Committee”) Re: Memorial Bench Policy Review Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☐ Motion ☒ Receive/File POLICY ISSUE(S) “Should the Parks Committee continue refining the Memorial Bench Program to incorporate cost recovery, a tiered location system, updates to renewal procedures, and vendor/material alternatives based on the April 6, 2026, discussion?” PRIOR ACTION/REVIEW Recent Parks Committee meetings included extensive discussion on the Memorial Bench Program, the pending bench requests, and the need to review and update the existing policy. From the November 3, 2025 , Parks Committee meeting: The Committee voted to enact a moratorium on accepting new bench applications until the policy is reviewed, a working GIS map of all bench locations is completed, the waiting list is updated, and two outstanding bench requests remain postponed. From the December 1, 2025, Parks Committee meeting: The Committee reviewed the existing policy, noting the current moratorium and the two pending applications. New GIS mapping has been completed and displays existing benches. Discussion topics included: updating bench pricing to reflect actual costs, evaluating whether “historical significance” should remain a requirement, considering a tiered location system (prime waterfront vs. other park locations), and potential new bench locations along the future Highway 57 Trail. Staff was directed to gather current bench cost information and potential new materials or frame styles. At the April 6, 2026 , Parks Committee meeting, staff presented an updated cost analysis demonstrating that the actual cost to install a memorial bench average $4,781, significantly higher than the existing $1,000 donation rate. Committee members discussed whether future pricing should aim for full cost recovery or continue to treat the program as a partially subsidized community service. They also requested tha t staff explore outsourcing the routing work and consider alternative fabrication methods to reduce labor demands. 33 Page 2 The Committee held further discussion on establishing a tiered system for bench placement, maintaining stricter eligibility criteria for high ‑demand waterfront locations such as Waterfront Park and Marina Park, while allowing more accessible placement standards in secondary locations, including the Sports Complex, Dog Park, and Bike Path. Finally, the Committee reached consensus to revise the renewal process so that responsibility for renewal inquiries and the continuation of terms would rest with the memorial sponsors rather than with Village staff. FINANCIAL INFORMATION PREVIOUS INFORMATION: Committee requ est, total cost to constru ct memorial benc hes at staff’s charge-out rate 2026 year: Total cost $4,781 compared to hourly rate $2,941.62. UPDATE: Erik is working with a contractor to obtain additional information, which will assist the committee with making a decision regarding the price of the memorial bench. CURRENT ACTION Village Staff recommends reviewing the revised policy and providing any necessary directives. ATTACHMENT(S) 1. Commemorative Bench Program Policy and Donation Agreement 34 1 Village of Sister Bay Commemorative Bench Program Policy and Donation Agreement (DRAFT) (Approved by the Village Board on [Date]) It is the policy of the Village of Sister Bay to accept donations for the purpose of installing commemorative benches within Village parks and public spaces to offer the opportunity to honor someone special, to remember a loved one, or to recognize a special event or achievement. Benches that commemorate significant events in village history will be determined by the Board with assistance from the Sister Bay Historical Society. Donation Purpose: Donations will be accepted only for the purpose of purchasing and installing park benches approved by the Village. Policy Statements: 1. Individuals that wish to be commemorated wi th a physical memorial must have a direct affiliation with, or have lived in, the Village of Sister Bay and have made significant contributions to our community. Memorials need to reflect the Village “culture” and recognize the overall historical significance of the person. Memorials need to “tell the story” of the Village of Sister Bay. 2. Donors will submit a written statement outlining the connection between their honoree and the Village of Sister Bay. These stat ements will be compiled and shared on the village’s website as a further means of commemoration and carry on the story of those who have shaped Sister Bay. Village staff reserve the right to edit the statement for appropriateness and length, if required. 3. The Parks, Property and Streets Committee and/or Village Staff will have final approval of requested memorials and location of placement. 4. The location of memorial benches shall be si ted according to the master plan layout of the Village parks and public spaces. The approved spaces include: a) Waterfront Park b) Marina and Marina Park c) Sports Complex d) Dog Park e) Bike Path 5. Once donated, the memorial becomes the property of the Village and it is prohibited for donors to decorate or add adornment to the memorial item. REDLINE 35 2 6. Commemorative benches shall be constructed of wood with a metal frame and placed on concrete slabs where necessary. The commemoration statement will be routered directly on the bench. 7. Cost of a memorial bench shall be $ 1000 [Price] which includes all materials, labor, and installation along with any necessary maintenance endowment. 8. The wording on the memorial will be limited to a) In memory of … b) In honor of … 9. Park benches will have a guaranteed life of 10 years. The Village of Sister Bay agrees to replace a damaged or destroyed bench within the first 10 years but does not guarantee permanency of the memorial beyond that time . After nine (9) years, office staff will contact the donor (or alternate contact) in writing at the address shown on the completed application to inform them of the upcoming termination date of the memorial. Donors may request renewal of the term for an additional fee. The renewal fee will be the current cost of a new bench, regardless of the condi tion of the current one, and the term will again be 10 years. If a Donation Agreement wa s not in place at the time of the original request, the donor must complete a request form. Policy Statement #1 shall apply to all memorials even if it did not at th e time of the original request. If the donor or alternate contact cannot be reached after three (3) mo nths of the initial attempted contact, the memorial location will be offered to a new donor. 9. A commemorative bench will remain in place for a term of ten (10) years from installation. At the conclusion of the term, the memorial sponsor is responsible for contacting the Village if they wish to renew their agreement. As of the adoption of this policy, the Village will no longer initiate renewal notifications. The renewal fee will be the current program rate established by the Village at the time of renewal. Renewal re authorizes the bench for an additional ten (10) years; the Village does not guarantee the condition or location of the existing bench at the tim e of ren ew al. I f no renewal request is received by the expiration date, the Village may remove, relocate, or offer the bench location to a new donor. 10. Donors must enter into a written donation ag reement with the Village (attached). This document will specify the terms of any gift , which may include pr ovisions regarding maintenance, life span, and donor recognition. 11. This policy will be reviewed annually and updated as necessary. 12. The master plan of public parks and public spaces will be reviewed and updated as necessary. 36 3 Commemorative Bench Program Donation Agreement Please complete this application to donate a park bench to the Village of Sister. Village staff will contact you regarding acceptance of your application and placement of your memorial. I wish to donate a memorial park bench  IN MEMORY OF  IN HONOR OF (check one) (limit of 23 characters including spaces) Donor Name: __________________________________________________________________ Address: ______________________________________________________________________ City, State, Zip:__________________________________________________________________ Email: _____________________________________________ Phone:_____________________ Alternate Contact Name: _________________________________________________________ Alternate Contact Address: _______________________________________________________ City, State, Zip:__________________________________________________________________ Email: _____________________________________________ Phone:_____________________ Desired location for placement of memorial: _________________________________________ Enclosed is a fee of $1000 [Price] for a park bench payable by check to VILLAGE OF SISTER BAY. I have also attached a written statement (see back of form) , which will be edited by village staff and posted on the village’s website. Completed form and payment can be mailed to PO BOX 769, Sister Bay, WI 54234. Questions on completion of this form can be directed to staff at (920) 854-4118 or email info@sisterbaywi.gov. I acknowledge that a monetary donation is being offere d to support Village of Sister Bay parks. I agree that I have read the entire Commemorative Bench Program Policy and understand the terms and conditions under which I am making this request. With this donation, the Village of Sister Bay will install a commemorative park bench for a period of 10 years engraved with the name of the designated honoree indicated above. After 10 years, the bench may be removed or refurbished with a future donation. I also grant permission for the Village of Sister Bay to compile and share the written statement about the honoree submitted with this request on their website for the public to enjoy. ______________________________________ ______ ______________ Signature Date 37 Commemorative Bench Program Honoree Details Want to remember an individual important to the area? Consider the following questions when creating your statement about your family member and/or loved one: While residing in the Village: *where were they employed or did they own their own business *did this person serve on any project committees *did this person conduct any volunteer service in the village *list any other significant contributions to Sister Bay Statements need not be overly long. Village staff will contact you at the email or number provided on the reverse of this form if clarification is needed. __________________________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ __________________ ________________________________________________ ____________ _____________________________________________________________________________ _____________________________________________________________________________ 4 38 1 Village of Sister Bay Commemorative Bench Program Policy and Donation Agreement (DRAFT) (Approved by the Village Board on [Date]) It is the policy of the Village of Sister Bay to accept donations for the purpose of installing commemorative benches within Village parks and public spaces to offer the opportunity to honor someone special, to remember a loved one, or to recognize a special event or achievement. Benches that commemorate significant events in village history will be determined by the Board with assistance from the Sister Bay Historical Society. Donation Purpose: Donations will be accepted only for the purpose of purchasing and installing park benches approved by the Village. Policy Statements: 1. Individuals that wish to be commemorated wi th a physical memorial must have a direct affiliation with, or have lived in, the Village of Sister Bay and have made significant contributions to our community. Memorials need to reflect the Village “culture” and recognize the overall historical significance of the person. Memorials need to “tell the story” of the Village of Sister Bay. 2. Donors will submit a written statement outlining the connection between their honoree and the Village of Sister Bay. These stat ements will be compiled and shared on the village’s website as a further means of commemoration and carry on the story of those who have shaped Sister Bay. Village staff reserve the right to edit the statement for appropriateness and length, if required. 3. The Parks, Property and Streets Committee and/or Village Staff will have final approval of requested memorials and location of placement. 4. The location of memorial benches shall be si ted according to the master plan layout of the Village parks and public spaces. The approved spaces include: a) Waterfront Park b) Marina and Marina Park c) Sports Complex d) Dog Park e) Bike Path 5. Once donated, the memorial becomes the property of the Village and it is prohibited for donors to decorate or add adornment to the memorial item. 39 2 6. Commemorative benches shall be constructed of wood with a metal frame and placed on concrete slabs where necessary. The commemoration statement will be routered directly on the bench. 7. Cost of a memorial bench sha ll be $[Price] which includes all materials, labor, and installation along with any necessary maintenance endowment. 8. The wording on the memorial will be limited to a) In memory of … b) In honor of … 9. A commemorative bench will remain in place for a term of ten (10) years from installation. At the conclusion of the term, the memorial sponsor is responsible for contacting the Village if they wish to renew their agreement. As of the adoption of this policy, the Village will no longer initiate renewal notifications. The renewal fee will be the current program rate established by the Village at the time of renewal. Renewal re authorizes the bench for an additional ten (10) years; the Village does not guarantee the condition or location of the existing bench at the tim e of ren ew al. I f no renewal request is received by the expiration date, the Village may remove, relocate, or offer the bench location to a new donor. 10. Donors must enter into a written donation ag reement with the Village (attached). This document will specify the terms of any gift , which may include pr ovisions regarding maintenance, life span, and donor recognition. 11. This policy will be reviewed annually and updated as necessary. 12. The master plan of public parks and public spaces will be reviewed and updated as necessary. 40 3 Commemorative Bench Program Donation Agreement Please complete this application to donate a park bench to the Village of Sister. Village staff will contact you regarding acceptance of your application and placement of your memorial. I wish to donate a memorial park bench  IN MEMORY OF  IN HONOR OF (check one) (limit of 23 characters including spaces) Donor Name: __________________________________________________________________ Address: ______________________________________________________________________ City, State, Zip:__________________________________________________________________ Email: _____________________________________________ Phone:_____________________ Alternate Contact Name: _________________________________________________________ Alternate Contact Address: _______________________________________________________ City, State, Zip:__________________________________________________________________ Email: _____________________________________________ Phone:_____________________ Desired location for placement of memorial: _________________________________________ Enclosed is a fee of $[Price] for a park bench payable by check to VILLAGE OF SISTER BAY. I have also attached a written statement (see back of fo rm), which will be edited by village staff and posted on the village’s website. Completed form and payment can be mailed to PO BOX 769, Sister Bay, WI 54234. Questions on completion of this form can be directed to staff at (920) 854-4118 or email info@sisterbaywi.gov. I acknowledge that a monetary donation is being offere d to support Village of Sister Bay parks. I agree that I have read the entire Commemorative Bench Program Policy and understand the terms and conditions under which I am making this request. With this donation, the Village of Sister Bay will install a commemorative park bench for a period of 10 years engraved with the name of the designated honoree indicated above. After 10 years, the bench may be removed or refurbished with a future donation. I also grant permission for the Village of Sister Bay to compile and share the written statement about the honoree submitted with this request on their website for the public to enjoy. ______________________________________ ______ ______________ Signature Date 41 4 Commemorative Bench Program Honoree Details Want to remember an individual important to the area? Consider the following questions when creating your statement about your family member and/or loved one: While residing in the Village: *where were they employed or did they own their own business *did this person serve on any project committees *did this person conduct any volunteer service in the village *list any other significant contributions to Sister Bay Statements need not be overly long. Village staff will contact you at the email or number provided on the reverse of this form if clarification is needed. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 42