Minutes: August 8, 2007

Village of Plain

Village Board Proceedings of August 8, 2007




The Regular Monthly meeting of the Board of Trustees of the Village of Plain was held at the Municipal Building on August 8, 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: Kelly Walsh; Erik Henningsgard of General Engineering; Travis Richard; Wendy Gruber; 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 6, 2007.  Notice was faxed 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.


Liegel motioned to approve the minutes of the July 11, 2007 Regular meeting. Meise seconded the motion, and it carried unanimously. Next, Buchanan motioned to approve the minutes of the July 11, 2007 Special Meeting.  Neuheisel seconded the motion, and then carried unanimously.


Kelly Walsh addressed the board regarding damage done to his garage by A-1 Excavating.  Concrete was pulled away from his garage and buckled the trim around the door along with some cinder block damage.  A-1 is at fault and for that reason Walsh’s homeowner’s insurance won’t cover the repairs.  A-1 Excavating stated that they won’t charge Walsh for the removal of concrete as a trade-off for him repairing the garage at his own expense.  Walsh was directed to submit an estimate to fix the garage along with a calculation of how much it would have cost for the concrete removal.  Erik Henningsgard will help in negotiating the difference in cost with A-1.


Erik Henningsgard of General Engineering updated the board on the progress of the TIF #2 street and utility project.  There have been many concerns about the road not being assessable for residents.  Numerous measurable rain events, poor judgment by A-1 disregarding storm clean-up and having everything opened up at once is making conditions intolerable. They are starting to gravel the area, so the problem will be solved shortly.


Henningsgard also informed the board about the results of the compaction tests.  Exact locations are currently unknown.  With 90% being acceptable, Willow Street results ranged from 89%-100%.  However, Park Avenue’s range was 81%-95%.  With a couple of options available, the board suggested that it needs to be done correctly.  The trenches need to be dug up in the failed areas, compacted to specifications and additional 12 inches of breaker run needs to be put down so there are not any long term risks.  The board would also like the CGC Compaction Specialist to observe the work.


A payment request was submitted by A-1 Excavating for the first phase of construction completed.  The board would like Erik Henningsgard to re-examine the invoice and remove water and sewer payments because that work is considered incomplete since the water and sewer trenches need to be dug out and compacted appropriately.  Liegel motioned to pay A-1 Excavating for the first phase of construction with Erik’s recommendation of adjustments.  This was seconded by Leeck, and it carried unanimously.


A concern about not removing a section of Pat Walsh’s sidewalk was addressed.  Replacement sidewalks are the Village’s responsibility and this particular sidewalk is only 2 years old.  The board concluded that it should be left provided that the grade will be the same on the new sidewalk around it. 


Henningsgard next explained why the Certified Survey Map was created at the lift station site.  A utility easement will be avoided around the lift station if this property is deeded to the Village.  Buchanan motioned to approve the Certified Survey Map of the lift station site along Kraemer Avenue.  This was seconded by Meise, and then carried unanimously.



Public Works Department Report


Nick Ruhland informed the board that Pam Severson’s sewer lateral was crushed by A-1 Excavating.  She had a back-up in her basement, so a plumber was called in.  Unable to fix it, A-1 had to dig up the lateral and replace it.  An agreement was made that they would replace the lateral if the Village paid the plumbing bills.


The Rec Program is now complete and it was successful.  Ruhland had many compliments about the job that Angela Straka did.  Unfortunately, she almost certainly will not be returning next year because she would like to find an internship.


On the maintenance side of the pool, everything has been running smoothly.  The guards are doing a good job.  No complaints have been heard.


Sasha Parkevich’s garage residence needed a separate water line if he planned to sell the building.  He completed this project and it was found that the shut off valve at the curb box needed to be replaced.  It has been taken care of. 


The air compressor was replaced at the WasteWater Treatment Plant.  At the time of replacement it was found that the air dryer was not working and was taken care of at the same time. 



Police Department Report


In Chief Meyer’s absence, a Case Report was presented for July.  



Committee Reports


Water & Sewer  - Liegel


Water Pumpage for July:


Well No. 1:      394,000

            Well No. 2:   3,402,000


Total for July: 3,796,000 gallons, which was 1,202,400 gallons more than last year.


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


            Monthly fluoride average: 1.218 p.p.m.


Wastewater Report for July:


            Influent Monthly Average B.O.D.:    261 mg/l

            Effluent Monthly Average B.O.D.:    8          Limit: 15 mg/l


            Influent Monthly Average T.S.S.:      234 mg/l

            Effluent Monthly Average T.S.S.:      10        Limit: 20 mg/l


Monthly Average Nitrogen Ammonia:  .146 mg/l     

Limit: 20.0 mg/l Monthly

            29.0 mg/l  Daily


            Total gallons treated: 1,116,500




In reviewing ordinances, non-resident water customers should be charged a 25% surcharge.  Ederer Dairy Supply and the Ederer rental house both are Village Water Utilily customers and they are not paying this surcharge.  A notice will be sent to them stating that they will start being charged the 25% surcharge retroactive to July 1, 2007.



Police & Golf Course – Meise


The Police Committee recommended that Travis Richard is hired as a Limited Term Part-Time Police Officer.  Meise motioned to hire Richard. This was seconded by Buchanan and carried unanimously. 


A new squad car should be planned for in approximately 7 years.  An allotment in each annual budget should be saved for this purchase. 


New, more detailed, time sheets for the Police Department were reviewed by the board.  A chart could be created with compiling the breakdown of hours.  Information generated from the time sheets will remain confidential.  Buchanan motioned for the Police Department to start utilizing the time sheets effective September 1, 2007 with the Chief of Police turning in a time sheet biweekly for payroll.  This was seconded by Meise and carried unanimously.  Part-Time Officers will continue to turn their time sheets in monthly. 


Heavy rains have created more damage to the bridges on the Golf Course.  Concrete pumping companies have been met with to discuss the issue.  A committee meeting needs to be called to discuss the problem further.



Parks – Neuheisel


No Parks Committee report.



Finance & Ordinance – Kraemer


Kraemer read Ordinance Number 156-07, amending Section 1 of Chapter 14 “One and Two Family Residential Dwellings” to clarify appropriate construction practices to create a drive or walkway through existing curb and gutter.  The second reading and passage will be at the September 12th regular board meeting.


The Finance Committee met to discuss strategies for the budget.  Worksheets with the past three years expenditures were distributed to Committees.  Each line item needs to be looked at independently.  Some accounts can be reduced and others may need to go over the 2% levy limits set by the state.  Don’t take the 2% increase just to take the 2%.  Preliminary committee budgets are due on September 13th.  Employees will need to be evaluated.  Another Finance Committee meeting will take place in the next month. 



Streets & Library Liaison – Leeck


No Streets report.


Circulation at the library was up almost 8% from June 2006 to June 2007.  The library is playing movies every Friday afternoon in August. A scavenger hunt was done at the library and was successful.  The library birthday open house is Wednesday, August 22nd.



Building & Swimming Pool – Buchanan


The Celebrate America at the Pool went well with many activities and lots of food.  On August 22nd, the 50th Anniversary and Back to School event will take place.  Quotes were received for a sound system ranging from $900-$1,000.  The sound system would be used for swim meets and music for water aerobics.  The Swim Team is willing to help with the cost.


There were some building permits issued in the past month.  There have been a couple of variance issues.  The Emshoff rental house at 1015 St. Luke’s Avenue wants to build a deck, but will need a variance to do it.  They were asked to reduce the deck to 10 feet out towards Main Street so no variance would be needed on that side.  They are planning to ask for a variance for 11 feet as originally planned.  Also, Jerry Schluter is planning an addition to his house.  His current plans have a small corner of the addition entering the setback area.  Buchanan will call to discuss this with him.



Other Business


Liegel informed the board that suggested changes to the personnel policy and benefit revisions at last month’s meeting have been updated.  Also added was an Employee Performance Evaluation section.  Liegel motioned to adopt the personnel policy and benefit revisions as presented effective immediately except PTO Time which will be effective January 1, 2008.  This was seconded by Buchanan, and then carried unanimously.


Buchanan updated the board on the progress of the Park Master Plan.  Buchanan has met with Josh Straka of Strand Engineering. He has submitted an estimate for engineering services. Strand does a lot of grant research and believes they could help out with that. A meeting still has to take place with Jeff Koch of Westbrook Engineering. 


A resident daycare provider requested pedestrian crossing signs be set out on Wachter Avenue.  The signs would help traffic slow down.  It was suggested that the police department should have more speed control.


Buchanan motioned to approve the 2008-2009 Memo of Understanding renewal with Sauk County for use of the Statewide Voter Registration System (SVRS). This was seconded by Kraemer, and then carried unanimously.


Liegel motioned to approve a 1½% monthly charge on all past due miscellaneous invoices sent out by the Village.  This was seconded by Meise, and then carried unanimously.


Buchanan presented a quote from ADT Security for a security system for the Village office.  A panic button would cost $274 to install and $28.99 per month.  A surveillance system including a camera and a 15” monitor is estimated at $1,700.  Meise motioned to accept both options for a trial period.  This was seconded by Liegel, and then carried unanimously.


Liegel motioned to approve new Village office hours of 8:00 a.m. to 4:00 p.m. with no break in the day effective September 4, 2007.  This was seconded by Kraemer, and then carried unanimously.





Bob Fredrick sent an email to the Village distressed about the construction conditions of Park Avenue and Willow Street.


Vi Paulus called the Village office today, also upset about the construction mess.



Review and Audit of Invoices:


Buchanan motioned to pay Voucher #9427 payable to L.W. Allen, Inc. in the amount of $490.70 and Voucher #9463 payable to Prairie Plumbing & Heating, Inc. in the amount of $1,643.76 from the Sewer Parts Replacement Fund.  This was seconded by Neuheisel, and then carried unanimously.


A motion to pay the monthly invoices as presented was made by Buchanan.  Meise 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 10:10 p.m.  This was seconded by Kraemer, and then the motion carried unanimously.





Sheila Tafs