Minutes: August 13, 2008

Village of Plain

Village Board Proceedings of August 13, 2008

The Regular Monthly meeting of the Board of Trustees of the Village of Plain was held at the Municipal Building on August 13, 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: Erik Henningsgard; Sauk County Officer Jeff Tobin; 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, August 11, 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.

During review of the July 9^th minutes, Trustee Liegel stated that at the bottom of page one the board voted to approve Victor Brey’s variance not deny it. With that change, Meise motioned to approve the minutes of the July 9, 2008 Regular Board Meeting. Neuheisel seconded the motion, and it carried with Trustee Buchanan abstaining. Liegel then motioned to approve the minutes of the July 16, 2008 Special Meeting. The motion was seconded by Riek and it carried unanimously.

The board reviewed a certified survey map of 30 acres divided from the newly annexed property north of the Village and west of Highway 23. Kraemer motioned to approve the CSM and Meise seconded. The motion carried unanimously.

The boards discussed what all needs to be done yet for the TIF Amendment. A topographical survey has been completed. Ehler’s is waiting for costs for land and construction. The board reviewed previous plans generated for a four lot configuration. Henningsgard was directed to provide an estimate to estimate costs for the TIF Amendment and to provide an estimate for engineering costs for construction.

A1 Excavating has been given a deadline date of August 20, 2008 by the bonding company to complete the Village of Plain project. They still have roughly six items left on their punch list and paving Park Avenue and Willow Street. If they are not done by August 20, 2008, the Village will declare them in default. They will also have deducted from their final check the fees in lieu of liquidated damages and engineering costs concerning their performance.

Public Works Department Report

Nick Ruhland informed the board that two of the three pumps that were under water during the flooding have been pulled by L.W. Allen and taken in to overhaul. When that is complete, they will reinstall them and pull the third one to take it in to overhaul. None of the work on the RBC has been completed yet. Not all the parts have arrived yet.

There was a sanitary sewer break in the park. This occurrence is not associated with the Cedar Street problems. Also a six inch valve on Meadow Lane and Honey Creek Drive is broken and malfunctioning. It needs to be repaired. Prairie Plumbing will most be called to do the job because they will be repairing a storm sewer problem on the west side of Highway 23. There is also a storm sewer problem between Honey Creek and Highway 23. The Streets Committee will need to discuss at budget time.

Committee Reports

Water & Sewer  - Liegel

Water Pumpage for July:

Well No. 1:        0

            Well No. 2:   3,460,000

Total for July: 3,460,000 gallons, which was 336,000 gallons less than last year.

Two well samples were sent to the State Lab.  Both samples tested safe.

            Monthly fluoride average: 1.28 p.p.m.

Wastewater Report for July:

            Influent Monthly Average B.O.D.:    133 mg/l

            Effluent Monthly Average B.O.D.:    7          Limit: 15 mg/l

            Influent Monthly Average T.S.S.:      394  mg/l

            Effluent Monthly Average T.S.S.:      14        Limit: 20 mg/l

Monthly Average Nitrogen Ammonia:  .135 mg/l     

Limit: 20.0 mg/l Monthly

            29.0 mg/l  Daily

            Total gallons treated: 5,652,100

The Utilities and Building Committees met with General Engineering regarding the Well House #1 plans. Each item of construction was reviewed to see what costs could be cut. The new plans will be rebid shortly.

Police & Golf Course – Meise

The three bridges on the golf course are substantially complete. There was a lot of volunteering and donations and these people need to be thanked. An ad will be sent to the newspaper. Dirt is being brought in to Hole #9 to help with drainage.

The Case Report for July was presented.

Parks & Streets– Neuheisel

The park is starting to dry out. The warning track is being dug out and replaced with pea gravel. The infield needs lime before next year’s season. It should be done now rather than waiting for spring. Pea gravel has also been replaced in the playground and by the fences. The French drain is plugged with silt. Public Works is correcting the problem.

American Legion Drive will be paved soon. Another estimate was obtained for crosswalk markings. It is half the price as the last estimate. Buchanan motioned for Nick Ruhland to obtain an estimate on purchasing a machine that applies the paint. This was seconded by Neuheisel and carried unanimously.

Finance – Kraemer

The Finance Committee met on August 6^th. Committee Chairs were given budget worksheets. The levy limit is 2%. Committees need to look at each account individually and determine what is actually needed. Any changes will need cost justification. The preliminary budget worksheets are due September 12^th. Evaluations need to be completed.  The budgets will be reviewed with Committee Chairs at a budget meeting scheduled for September 24^th. The next meeting will be on September 3^rd to get more in depth on the strategy.

Ordinance & Library Liaison – Riek

The Library is open and security system operating fine. There have been no reports of vandalism since the security cameras have been in operation.

Building & Swimming Pool – Buchanan

There have been a few building permits issued. The Biggers were given a second deadline to complete their driveway after they wrote a letter saying they couldn’t comply because of financial reasons.

The swimming pool is under budget this year. It will be closing on September 1^st, Labor Day. St. Luke’s School will use it the first week in September. Pool prices are in line with the surrounding communities.

Other Business

Trustee Liegel read the language to clarify the sick leave policy in the employee handbook. Employees claiming sick days, one (1) through five (5) are required to use PTO Time accrued in the current year as compensation. Beginning on the sixth (6^th) sick day, an employee may use previously banked hours as compensation. Liegel motioned to add this language to the employee handbook. This was seconded by Buchanan and it carried unanimously.

An attorney drafted contract for the American Legion was presented to the board for them paying the Village for the reconstruction of their parking lot over a five year period. Neuheisel motioned to approve the contract. This was seconded by Kraemer and carried unanimously.

Window replacement at the Municipal Building was discussed next. The windows leak when pressure-washed from the outside during cleaning. It could be just a simple repair instead of replacing the window. Meise motioned to obtain repair bids. This was seconded by Riek and carried unanimously.

The Village Attorney is still in the process of pursuing the Main Street wall with the Sauk County Corporate Counsel. The interim Corporate Counsel said the county is probably responsible, but they would most likely take out the wall and slope the bank. Nick Ruhland pointed out that the County can not slope the bank because those homes have laterals fed from Main Street and their water would freeze in the winter. President Ellenbolt will inform the Village Attorney of that fact.

Trustee Buchanan would like to see other enhancements to that area when the wall is fixed. Decorative street lighting and plantings would dress up the Main Street.

Westbrook Engineering submitted a bid for engineering fees to help the Village complete the application for the WI Dept. of Natural Resources for dredging Honey Creek. The price is higher than expected. Ruhland was directed to obtain another bid to compare.

Trustee Buchanan presented three phases to complete the park master plan. The first phase includes drainage, east parking lot, green space the current parking lot and part of the fitness trail. The second phase includes moving playground and tennis/basketball courts, more drainage and landscaping and baseball field modifications. The third phase includes a new pool, completing the fitness trail and landscaping.

A sewer main on Cedar Street, east of Wachter Avenue has caused many problems and needs to be replaced immediately. It needs to be upgraded between the two manholes and possibly upgraded in a flat spot farther east. It would be a risk not to repair it before winter. Liegel motioned for Nick Ruhland to hire Strand Engineering to engineer the project and complete the job as soon as possible. This was seconded by Buchanan and carried unanimously.

Correspondence  

No Correspondence.

Review and Audit of Invoices:

A motion to pay the monthly invoices as presented was made by Liegel. Riek seconded, and then the motion carried unanimously.

President Ellenbolt announced that the board will be going into closed session to set the wage for the additional Golf Course Helper and will not be deliberating in regards to legal representative text concerning a case which is subject to judicial hearing.

Liegel motioned to adjourn to closed session at 9:21 p.m.  This was seconded by Riek, and then the motion carried unanimously.

Sheila Tafs

Clerk/Treasurer