Minutes: November 14, 2007

Village of Plain

Village Board Proceedings of November 14, 2007



The Regular Monthly meeting of the Board of Trustees of the Village of Plain was held at the Municipal Building on November 14, 2007.  The following members were present: Raymond Ellenbolt, President; David Buchanan; Kevin Kraemer; Gary Leeck; James Liegel; Duane Meise; and, Robert Neuheisel, Trustees.


Others present: James Radtke, Principal of Plain Elementary; Erik Henningsgard of General Engineering; Shannon Shelton of the Home News; Tom Meyer, Chief of Police; 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 12, 2007.  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.


Buchanan motioned to add “The board was in agreement that the Village of Plain should have “shovel-ready sites” available.” to the Karna Hanna paragraph on page 1 of the October 10, 2007 Regular meeting minutes.  Meise seconded the motion and it carried unanimously.  Liegel motioned to approve the minutes of the October 10, 2007 Regular meeting. Meise seconded the motion, and it carried unanimously. Next, Buchanan motioned to approve the minutes of the October 10, 2007 Special Meeting and it was seconded by Leeck. The motion carried unanimously. Finally, Buchanan motioned to approve the minutes of the November 8, 2007 Special Meeting.  Meise seconded the motion, and then carried unanimously. 


James Radtke, Principal of Plain Elementary, addressed the board regarding school bus safety.  Last year there was concern about students traveling around school and some cutting in front of buses along with students crossing Highway 23. There was also discussion of crossing guards and police presence.  This year there hasn’t been a lot of discussion on the subject.  The Chief was encouraged previously by the Village Board to have more presence at the schools during morning and afternoon bus times.  Meise stated that feedback from parents regarding police presence has been positive. Chief Meyer was asked to stop by and get to know the kids.  An idea was presented for a safety patrol consisting of students.  Another concern is buses arriving earlier than the 7:40 a.m. drop off time and waiting in front of St. Luke’s until they can unload.  Traffic congestion in the area is high during this time. A logistics meeting should be called to discuss the problem.


Erik Henningsgard of General Engineering addressed the board regarding fees in lieu of liquated damages.  Fines in the contract were to be $500 per day until the project was substantially completed.  Henningsgard recommended the completion of pavement on October 13, 2007 be the day of substantial completion.  The board thought the October 15, 2007 day in which water mains passed pressure and leakage tests should be the day of substantial completion.  This would constitute a fee in lieu of liquidated damages of $9,500.  Leeck motioned to charge A-1 Excavating a fee of $9,500 in lieu of liquidated damages.  This was seconded by Meise and it carried unanimously.


Trustee Kraemer discussed the possibility of holding an additional retainage above the escrow amount of $78,965.  This escrow account is held for failure resulting from the lack of compacting issues. There are not any independent funds set aside for any other dilemmas that may arise.  Henningsgard stated that as per the contract the Village could hold an additional 5% retainage of work completed.  Trustee Kraemer motioned that the Village take advantage of the ability to hold an additional 5% retainage of work completed until the punch list items provided by General Engineering are satisfactorily completed.  This was seconded by Buchanan and it carried unanimously.


Buchanan motioned to approve the A-1 Excavating pay application with the adjustments to the change order of $9,500 fee in lieu of liquated damages and the additional 5% retainage of work completed. This was seconded by Kraemer and it carried unanimously.


Setting a timeline for the escrow account was addressed next.  The warranty is one year from substantial completion.  This date would be October 15, 2008.  This would be sufficient for escrow unless any failures occur which would extend deadline until the completion of repairs. 


Kraemer motioned to approve payment of the Meise Construction invoice for fill at the Lift Station.  This was seconded by Neuheisel and carried with Meise abstaining.



Police Department Report


Chief Meyer presented the Case Report for October.  Today’s fugitive situation was reported on. The squad car needs to be taken to Ballweg’s for warranty work.  The front brake calipers have excessive wear.  The tire ware is also excessive for only have 6,200 miles on it.  Chief Meyer is waiting for a call from Officer Mueller regarding a return to work date after her medical leave.  Trustee Buchanan asked Chief Meyer for more advance warning in the future if a similar problem arises regarding the delivery of Halloween treats to the schools.  A lack of budget and a personal matter prevented the delivery of Halloween treats to the schools this year.  Buchanan suggested doing a Christmas treat visit this year as a replacement.



Public Works Department Report


Nick Ruhland informed the board that the loader was taken to Brooks for repairs.  It had an oil leak, articulating steering in the rear was off tract and causing uneven tire wear, an oil cooler was replaced and bucket switches were replaced.


Sludge pump #2 was overhauled.  This is the first time it was overhauled since its purchase in 1981.


The pool work was completed this week.  Installations included a chemical controller, a chlorine pump and a valve for the filter.  Badger Swimpools will return before summer to calibrate the controller.


Public Works were flushing sewer mains today and found a blockage between Spruce Street and Maple Street.  Spring Green came in to help.  One of the residents had a major back up.  The main needs to be televised.  The insurance company will be contacted to see if the Village is responsible and if the house back up will be covered.  A similar incident a few years ago was not covered by insurance, but we do have a new carrier and it will be checked into. 



Committee Reports


Water & Sewer  - Liegel


Water Pumpage for October:


Well No. 1:      199,000

            Well No. 2:   1,979,000


Total for October: 2,178,000 gallons, which was 273,600 gallons more than last year.


Two bacteria and two raw well samples were sent to the State Lab.  All samples tested safe.


            Monthly fluoride average: 1.134 p.p.m.


Wastewater Report for October:


            Influent Monthly Average B.O.D.:    121 mg/l

            Effluent Monthly Average B.O.D.:    9          Limit: 15 mg/l


            Influent Monthly Average T.S.S.:      184 mg/l

            Effluent Monthly Average T.S.S.:      11        Limit: 20 mg/l


Monthly Average Nitrogen Ammonia:  .570 mg/l     

Limit: 20.0 mg/l Monthly

            29.0 mg/l  Daily


            Total gallons treated: 2,163,900


Bids for the Well House #1 building are coming in.  The PSC rate increase has been submitted and waiting for notification of a hearing.



Police & Golf Course – Meise


No Police Committee report.


Golf Course Committee will need to meet to discuss the bridges.  Meise will be adding fabric and rip rap to the bridges.  If any alterations are done, the DNR needs to be notified. 



Parks – Neuheisel


No Parks Committee report.



Finance & Ordinance – Kraemer


The Finance Committee held their final budget meeting last week.  The budget will be approved at the hearing scheduled for November 29, 2007.  Kraemer praised the Committees for an excellent job this year on submitting their budgets.  The process went very smoothly.


No Ordinance Committee report.



Streets & Library Liaison – Leeck


September 2007 circulation was up 8.65% from September of 2006.  Year to date circulation is 26,843. Jennifer Kraemer of the Friends of the Kraemer Library gave a presentation to the Library Board regarding support and use of their funds.


No Streets Committee Report.



Building & Swimming Pool – Buchanan


There were three permits issued in the last month.  The Building Committee sent Jeff Nachreiner a letter because he was in violation for not having sufficient parking.  He was given until November 10th to complete parking and to clean-up the place.  He will be fined $100 for violating the parking ordinance with occupancy of both units on October 1st.  He will be assessed an additional fine yet to be decided, not to exceed $400, for not meeting the November 10th deadline for parking and cleaning up the property.


Buchanan would like to meet with others for a visit to the proposed building site of Ken Kraemer which is located between Gary Leeck and the water reservoir.  There are utility, street and building issues regarding this lot.  Ken Kraemer is waiting on word from the board before he purchases the property. 


No Pool Committee report.



Other Business


President Ellenbolt stated that Strand Engineering had a significantly lower bid than Westbrook Associated Engineers for the creation of the Park Master Plan.  Strand was at $11,900 including a topographical survey along with one grant application and Westbrook was at $16,500.  The board is at all times concerned about the budget.  Both companies have affiliations with the Village, but Westbrook would not be creating the plan, JJR would be contracted by them to do the planning.  Buchanan commented that Strand has everything in house and we would be dealing with one person. Westbrook we would be paying for the additional services from the other company, JJR.  Ellenbolt motioned to contract with Strand Engineering to create the Park Master Plan, Meise seconded the motion.  President Ellenbolt asked for a roll call vote, with the following result: Liegel – yes; Meise – yes; Neuheisel – yes; Kraemer – yes; Leeck – yes; Buchanan – yes; and, Ellenbolt – yes.  The motion carried unanimously. 


Kraemer motioned to place special assessments for curb and gutter for Parcel numbers

171-0039-00000, in the amount of $227.38; 171-0041-00000, in the amount of $129.20; 171-0212-00000, in the amount of $1,269.04; and, 171-0236-00000 in the amount of $186.04, on the 2007 tax roll.  This was seconded by Meise, and then carried unanimously.


Buchanan motioned to place billings for private work in the amount of $77.25 and water/sewer charges in the amount of $37.50 for Parcel number 171-0173-00000 on the 2007 tax roll.  This was seconded by Leeck, and carried unanimously.


Liegel motioned to grant approval for operator’s licenses for Nicole Feiner and Kristin Schell for the period ending June 30, 2008 and was seconded by Neuheisel.  The motion carried unanimously. 


Buchanan inquired if there have been any further discussions with Karna Hanna.  Karna met with Trustee Liegel at his place of business.


Buchanan asked if there has been any progress on the Main Street wall.  Ellenbolt stated that the Village’s attorney is working with Sauk County’s Corporate Counsel on the matter.





Vic Kraemer sent President Ellenbolt a bill he received from Kraemer Brothers for his sidewalk.



Review and Audit of Invoices:


Liegel motioned to pay Voucher #9671 payable to L.W. Allen, Inc.  in the amount of $1,461.55 and Voucher #9701 payable to William/Reid LTD, LLC in the amount of $3,103.08 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 Meise.  Leeck seconded, and then the motion carried unanimously.


General Fund 


Water Utility


Library Fund      


Sewer Department


Golf Course


Wage Reimbursements:




Buchanan motioned to adjourn to closed session at 9:40 p.m.  This was seconded by Liegel, and then the motion carried unanimously.






Sheila Tafs