Minutes: November 10, 2010

Village of Plain

Village Board Proceedings of November 10, 2010


The Regular Monthly meeting of the Board of Trustees of the Village of Plain was held at the Municipal Building on November 10, 2010. The meeting was called to order by President Ellenbolt at 7:30 p.m.


Roll Call: Raymond Ellenbolt, President; Cole Brunson; Robert Jewell; Kevin Kraemer; Duane Meise; Robert Neuheisel; and, John Schluter, Trustees.


Others present: Luke Murphy; Joel Gaalswyk, Sauk County Board Supervisor; Cliff Goodhart of Eppstein Uhen: Architects; Laura Graves of the Home News; Officer Kate Fleischauer; Shawn Murphy, Green TTEC Director; 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 8, 2010. Notice was emailed to the Home News and the Baraboo News Republic on the same date.


Meise motioned to approve minutes from the October 13, 2010 Regular Board meeting. Neuheisel seconded. Motion carried.


Joel Gaalswyk, Sauk County Board Supervisor, addressed the board regarding some topics from the Sauk County Board. The Human Services Department is making some changes. Gaalswyk believes the County should not be in the nursing home business. Private industry operates nursing homes and the County does not need to be a competitor. The County did not accept the low bid on health insurance for County employees because a change was not wanted. Rails to Trails is still a work in progress. Yesterday was the budget hearing for the County. The Sheriff’s Department was held to a zero increase. The County Board is only in charge of the public safety budget, not anything else.



Police Department Report


Officer Fleischauer had nothing to report.



Green TTEC Director Report


Shawn Murphy, Green TTEC Director, reported that Meise Construction has made considerable progress. Leed Parkway has been brought up to grade. Water and sewer is about a third of the way done. The weather has cooperated. Murphy has been working with Alliant regarding electric and gas.


Eight sealed bids were submitted for the Green TTEC building. The approval tonight will be pending EDA review and approval. A ground breaking ceremony will be planned. MATC will lease two classrooms with a base lease rate of $10.50 per square foot. A Public Information Session in regards to Green TTEC will be held on November 17, 2010 at 3:00pm and 6:00pm.



Public Works Department Report


Nick Ruhland had no report.



Committee Reports


Finance – Schluter


The Finance Committee has been establishing the 2011 budget the last couple of months. The Committee met on October 27th to discuss employee compensation. A final meeting was held on November 8th to finalize the budget. Going in to that meeting, the budget came in less than the maximum allowable levy. The Committee decided to use that amount and put it into the streets project. The budget has resulted in only adding $15.00 per $100,000 assessment. It is felt that the Village has a good budget to present at the budget hearing on December 1, 2010.



Police & Parks – Meise


No Police Report.


Trustee Meise obtained an estimate from Schluter Construction to install the roof at the Park Pavilion. It will cost a little more than anticipated. The estimate was $8,500. Peterson Sanitation will donate a dumpster for the project. The roofing materials have been delivered. Jewell motioned to approve the Schluter Construction bid of $8,500 with the stipulation to have it done yet this fall. Kraemer seconded. Motion carried with Trustee Schluter abstaining.


Nick Ruhland informed the board that there was vandalism at batting cage in the park. The batting cage frame is broke and the dugout roof has deteriorated because perpetrators ran across the dugout roof to swing on the bars of the batting cage. Public Works can do the repair work.



Golf, Library & Emergency Government – Neuheisel


No Golf Course Committee Report.


The Library hosted the fundraiser “Pies and Pages” and it was very successful. A silent auction is still going until November 15th. The new sign design is not yet finalized. Blinds quotes are being obtained. Open hours are being changed on Tuesdays 1:00pm-7:30pm and Fridays 9am-5pm. Story Hour was moved to Friday mornings to avoid conflicts with St. Luke’s preschool program. A computer class had good attendance. Circulation was down 3.6%.



Streets, Utilities & RV Court Commission – Kraemer


Water Pumpage for October:


Well No. 1:   517,000

            Well No. 2:   1,739,000


Total for October: 2,256,000 gallons, which was 8,000 gallons less than last year.


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


            Monthly fluoride average: 1.02 p.p.m.



Wastewater Report for October:


            Influent Monthly Average B.O.D.:    192 mg/l

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


            Influent Monthly Average T.S.S.:      126 mg/l

            Effluent Monthly Average T.S.S.:      9          Limit: 20 mg/l


Monthly Average Nitrogen Ammonia: .558 mg/l      

Limit: 20.0 mg/l Monthly

                        29.0 mg/l Daily


            Total gallons treated: 2,453,300



No Streets report.


Everything is fine with the Utilities Committee.



Building – Brunson


The Building Committee met tonight with the Ordinance Committee regarding corner lot setbacks. The topic is not as clear cut as anticipated. The Committees did not come to a resolution on how to deal with it. Further discussion is needed. It will possibly be handled on a case by case basis. Jewell believes if it is not in the Ordinance, the Village may not be able to stop anything. Kraemer thought maybe establish all corner lots in town. Brunson stated that existing lots have established setbacks and maybe already designated by existing setbacks. The Committees are proposing leaving the idea that a corner lot has two front lots to stay in line with houses on both sides.



Pool & Ordinance – Jewell


The Pool Committee needs to meet jointly with the Parks Committee to hold a steering meeting for the Friends of the Pool and Park. A notice will be put in the annual President’s letter. The Clerk created a rough draft of a Friends pamphlet. The Pool Committee needs to evaluate what activities can be put in the pool in replacement of the diving board. Ideas should be presented to someone that may donate equipment. Swim Team has left over funds and are willing to donate for pool activities. Ruhland will look into costs of activities at the pool.


The Ordinance Committee met with the Building Committee.



Development & Planning and Green TTEC – Ellenbolt


The Development and Planning Committee will possibly meet in December.



Other Business


Meise motioned to place the following special assessments and special charges on the 2010 tax roll: Parcel # 171-0096-00000 curb/gutter in the amount of $119.78, Parcel #171-0197-00000 water and sewer balance of $180.77, Parcel #171-0014-00000 water and sewer balance of $147.56, and Parcel #171-0014-00000 lawn mowing in the amount of $150.00. Brunson seconded. Motion carried.


Kraemer motioned to update the “Village of Plain Fees for Records Requests” document to state that requests that will cost in excess of $5.00 will require prepayment and the per hour rate increased to $35.00. Jewell seconded. Motion carried.





No Correspondence.



Review and Audit of Invoices:


The Meise Construction progress payment number one was presented to the board. Schluter motioned to pay the $350,448.35 to Meise Construction. Neuheisel seconded. Motion carried with Meise abstaining. President Ellenbolt asked for a roll call vote. Roll call vote: Ellenbolt – Yes; Brunson – Yes; Jewell – Yes; Kraemer – Yes; Meise – Abstain; Neuheisel – Yes; Schluter – Yes.


Jewell motioned to pay Voucher #12446 payable to North Central Laboratories in the amount of $3,344.53 from the Sewer Parts Replacement Fund.  Kraemer seconded. Motion carried.


A motion to pay the remaining monthly invoices as presented was made by Meise. Brunson seconded. Motion carried.



General Fund 



Debt Services



Library Fund      



Water Utility



Green TTEC



Sewer Department



TIF #2



Golf Course








Wage Reimbursements:






The next Agenda Item was “Discussion and action regarding awarding the bid for the Green TTEC building on the condition of EDA approval.” Trustee Kraemer recused himself from the meeting deliberations and action and left the room.


Cliff Goodhart presented the bid tally for the Green TTEC building. EDA approved the design. There were nine total bids submitted with one incomplete bid. The incomplete bid was a bid only for the photovoltaic system. Kraemer Brothers was the lowest, qualified bidder with their bid of $2,253,770. The low bid came in $119,230 below project budget. Goodhart explained the bid component details to the board. There was a base bid and an owner purchased section because of sales tax exemption status of the Village. There were eight alternates that were possible deductions in case bids came in over budget. Alternate five was not bid on. Alternate six is an entry canopy off the west side of the building that EDA determined is not grant eligible. Goodhart recommended to not accept the deductive alternates because the low bid is under budget. Cliff Goodhart and Shawn Murphy recommended to the board that Kraemer Brothers be awarded the bid as the low bidder with no alternates including the entry canopy that is not grant eligible and also decline the value enhancement proposals offered by the low bidder.  Trustee Schluter thinks it is fantastic that the Village’s local contractor came in with a low bid. Putting the local workers back to work after the economical downturn is what this grant is all about. Schluter motioned to award Kraemer Brothers the project as the low bidder of $2,253,770 with no alternates and also decline value enhancement proposals on the condition of EDA approval. Meise seconded. Motion carried. President Ellenbolt asked for a roll call vote. Roll call vote: Ellenbolt – Yes; Brunson – Yes; Jewell – Yes; Meise – Yes; Neuheisel – Yes; Schluter – Yes.


President Ellenbolt asked that Trustee Kraemer return to the room and rejoin the meeting proceedings. Kraemer resumed his position at the board table.


Meise motioned to adjourn to Closed Session at 8:41 p.m. to take action on Village employee pay rates for 2011. This was seconded by Jewell. Roll call vote: Ellenbolt – Yes; Brunson – Yes; Jewell – Yes; Kraemer – Yes; Meise – Yes; Neuheisel – Yes; Schluter – Yes. Motion carried.




Sheila Tafs