Minutes: November 12, 2008
Village Board Proceedings of November 12 2008
The Regular Monthly meeting of the Board of Trustees of the Village of Plain was held at the Municipal Building on November 12, 2008. The following members were present: Raymond Ellenbolt, President; David Buchanan; Kevin Kraemer; James Liegel; Duane Meise; Robert Neuheisel; and, Merry Lynn Riek, Trustees.
Others present: Jason Jackson of General Engineering; Travis Needham; Gary Ilminen of the Home News; and, Nick Ruhland, Public Works Director.
Notice of this meeting, along with the agenda, was posted at the following locations in the Village of Plain: the Municipal Building; the Plain Post Office; and, The Peoples Community Bank on Monday, November 10, 2008. Notice was emailed to the Home News and the Baraboo News Republic on the same date.
The meeting was called to order by President Ellenbolt at 7:30 p.m.
Meise motioned to approve the minutes of the October 8, 2008 Regular Board Meeting. Riek seconded the motion, and it carried unanimously. Meise then motioned to approve the minutes of the October 16, 2008 Special Meeting. The motion was seconded by Neuheisel and it carried with Buchanan and Riek abstaining. Then Meise motioned to approve the minutes of the November 11, 2008 Public Hearing. The motion was seconded by Buchanan and it carried with Neuheisel abstaining. Finally, Kraemer motioned to approve the minutes of the November 11, 2008 Special Meeting. The motion was seconded by Riek and it carried with Neuheisel abstaining.
Travis Needham brought concerns to the board regarding parking on the west side of Nachreiner Avenue. During church functions people tend to park on both sides of the street instead of just one. This makes it impossible to pull in and out of driveways because of the extremely narrow street. Nick Ruhland was directed to replace signs that were taken down this past summer. If the problem persists, the curb can be painted yellow in the spring.
Jason Jackson of General Engineering presented engineering bills for the Well House. The first bill had a total amount due of zero. This bill consisted of all the hours towards the property line dispute for the Well House. The second bill is the only bill that will be submitted for the Well House. The total amount due of $44,793.75 is the original estimate of $39,200.00 plus an add-on for the building redesign per Village direction of $5,596.75. A total amount of $9,955.00, which is $5,455.00 over the estimate and $4,500.00 worth of engineering that still remains to finish the project, will not be charged to the Village. This bill was not added to the loan draw for this month. It will need to be approved for payment at the December meeting.
Jackson then presented payment application no. 1 in the amount of $100,357.05 for LaMasney Construction Company for Well House construction to date. The change order being presented is not included with this payment. Buchanan motioned to remove the completion date extension on the change order. Liegel seconded the motion, and it carried unanimously. Liegel then motioned to pay LaMasney Construction Company the amount of $100,357.05. This was seconded by Kraemer and carried unanimously.
A-1 Excavating is still contesting the $9,500 fee in lieu of liquidated damages and $4,905 in engineering fees generated from unsatisfactory work from A-1, for a total of $14,405. They have requested mediation and are willing to receive a payment for $32,887.53 and the Village hold a $25,000 retainage. After some discussion, Kraemer motioned to approve change order no. 2. This was seconded by Meise and carried unanimously. Then Liegel motioned to pay A-1 Excavating $32,887.53. Kraemer seconded the motion and it carried unanimously. General Engineering was instructed to draft a letter to inform A-1 that the Village will not give in to the $9,500 fee in lieu of liquidated damages and $4,905 in engineering fees generated from unsatisfactory work.
A TIF bill from Meise Construction was presented for $1,000 for fill around the fire hydrants on Kraemer Avenue. Riek motioned to approve payment of $1,000 to Meise Construction. The motion was seconded by Liegel and it carried with Meise abstaining.
A TIF engineering bill from General Engineering was then presented for $1,293. Riek motioned to approve payment of $1,293 to General Engineering. The motion was seconded by Meise and it carried unanimously.
Public Works Department Report
Nick Ruhland informed the board that the DNR is currently reviewing the dredging permit. That should be completed within a couple of weeks.
The RBC will be rehabilitated tomorrow. It is hopeful that FEMA will cover this cost.
The Golf Course Committee needs to firm up the protocol on groups having tournaments. There is a misunderstanding with the Plain Lions Club regarding their tournament. They are professing that they did not close the course. The Village will allow them to only be charged for non-members for their tournament this year and inform them that it needs to be clarified next year. The Golf Course Committee will meet to establish a protocol.
Committee Reports
Police & Golf Course – Meise
No Golf Course Committee report.
No Police Committee report.
Water & Sewer - Liegel
Water Pumpage for October:
Well No. 1: 0
Well No. 2: 2,369,000
Total for October: 2,369,000 gallons, which was 390,000 gallons more than last year.
Two bacteria samples were sent to the State Lab. Both samples tested safe.
Monthly fluoride average: 1.313 p.p.m.
Wastewater Report for October:
Influent Monthly Average B.O.D.: 141 mg/l
Effluent Monthly Average B.O.D.: 10 Limit: 15 mg/l
Influent Monthly Average T.S.S.: 161 mg/l
Effluent Monthly Average T.S.S.: 13 Limit: 20 mg/l
Monthly Average Nitrogen Ammonia: .640 mg/l
Limit: 20.0 mg/l Monthly
29.0 mg/l Daily
Total gallons treated: 3,337,000
Parks & Streets– Neuheisel
A Parks Committee meeting is being scheduled for December 8th.
The Streets Committee is coordinating a meeting with the Utilities Committee.
Finance – Kraemer
The Finance Committee held the final budget meeting. Committee recommendations for wages will be acted upon by the board tonight. The budget hearing is currently scheduled on a date that Kraemer will be out of town. Kraemer motioned to change the budget hearing to Monday, December 1, 2008 at 7:00 p.m. This was seconded by Buchanan with Neuheisel abstaining.
Ordinance & Library Liaison – Riek
The Library received estate money. It will be put in an interest bearing account until it is decided how it will be used.
No Ordinance Committee report.
Building & Swimming Pool – Buchanan
No Pool Committee report.
No Building Committee report.
Other Business
Riek read the first reading of Ordinance Number 161-08, an Ordinance to increase wastewater treatment service charges after December 31, 2008.
Following the reading of the preamble and resolutions, Trustee Buchanan motioned to adopt Resolution 2008-09, authorizing the borrowing of $513,500.00 for the TIF #2 Amendment and Industrial Park expansion. This was seconded by Trustee Riek. The results of a roll-call vote were as follows: Ellenbolt - aye; Buchanan - aye; Kraemer - aye; Liegel - abstain; Meise - aye; Neuheisel - aye; and, Riek - aye. The vote was in favor, and the resolution was adopted.
Liegel motioned to place special assessments for curb and gutter for parcel numbers
171-0039-00000, in the amount of $218.96; 171-0041-00000, in the amount of $124.39; 171-0236-00000, in the amount of $179.15; and, 171-0096-00000 in the amount of $131.16, on the 2008 tax roll. This was seconded by Kraemer, and then carried unanimously.
Buchanan motioned to place billings for private work in the amount of $48.25 for parcel number 171-0212-00000 on the 2008 tax roll. This was seconded by Liegel, and carried unanimously.
Buchanan mentioned that a letter was received from Steve Biggers asking the board to withdraw the fine for his mother’s driveway not being installed on time on the account of an inconvenience with the lot. Buchanan motioned to place the building permit fine in the amount of $250.00 for parcel number 171-0434-00000 on the 2008 tax roll. This was seconded by Meise, and carried unanimously.
Meise motioned to renew the auditing services from Johnson Block and Company, Inc. for the Village’s 2008 financial records. This was seconded by Kraemer, and then carried unanimously.
The Village Assessor recommends that Village residents should be made aware that they could have their assessment lowered if they sustained flood damage and they feel that their home value decreased because it was not restored to the previous state. The board had no objections to making the residents aware of this volunteer re-assessment.
The Municipal Building windows were rebid with stationary windows. This bid was $400 less then the original bid.
A State Election Inspector was here during the Presidential Election to inspect voter accessibility. His only concern was the inadequacy of the lighting in the entry way and outside the building.
Meise presented an article entitled Golf Carts Take to the Street. He asked the board to look at the article because surrounding communities are permitting this. Reedsburg’s are believed to be licensed. The Streets Committee will look into this subject.
Meise questioned President Ellenbolt on his comment in the Home News which read “We’re fortunate because we have Kraemer Brothers.” Meise stated that other businesses including Meise Construction donated to the flooding cause. Ellenbolt explained to the board that at that point in the Sauk County Finance meeting damage to libraries were being discussed. That’s why he said what he did. Norm Kraemer took charge of the cleaning and repairing of the library to get it back in operation. It was one less thing that the Village had to worry about. There was insurance, but at that time no one knew how much was going to be covered, if any. Ellenbolt acknowledged that many of the other companies helped us put our golf course back together, among other things. He did not intend to not give credit to all the companies.
A Weight Watcher group has approached the Village regarding using the downstairs meeting room on a weekly basis. It would be every Thursday from 5:00pm – 6:30pm and they would pay $25 per meeting. A rental contract should be drawn up. Buchanan motioned to approve $25 per week with a rental contract. This was seconded by Kraemer and carried unanimously.
Peterson is now picking up all of the Village’s recyclables. They need to have papers bundled or bagged.
Correspondence
No Correspondence.
Review and Audit of Invoices:
Liegel motioned to pay Voucher #10625 payable to RBC Services in the amount of $1,025.15 from the Sewer Parts Replacement Fund. This was seconded by Buchanan, and then carried unanimously.
A motion to pay the monthly invoices as presented was made by Liegel. Meise seconded, and then the motion carried unanimously.
General Fund | $30,555.48 | Water Utility | $2,251.95 | ||
Library Fund | $2,695.54 | Sewer Department | $9,857.14 | ||
Golf Course | $2,750.70 | ||||
Wage Reimbursements: | $19,839.72 | ||||
Liegel motioned to adjourn to closed session at 9:18 p.m. This was seconded by Neuheisel, and then the motion carried unanimously.
Sheila Tafs
Clerk/Treasurer