VILLAGE OF CLYMAN
REGULAR MONTHLY BOARD MEETING
April 16, 2012 – 6:30 PM
CLYMAN VILLAGE HALL

The meeting was called to order at 6:30 by Village President Doug Hartman with Village Trustees Randal Roberts, Mike Siegel, Beth Baehmann and Marty Pint present.  Also present were Utility Superintendent Tim Dornfeld, Fire Chief Eric Howlett, Jeff Montpas from MSA and Kris Kohlhoff, Clerk.  Audience members included Lorrie Hartman. 

The Pledge of Allegiance was said. 

Minutes – Motion by Marty/Randy to accept as presented.  Motion carried. 

Wastewater Treatment Facility Project – Jeff Montpas gave an update on the punch list.  The substantial completion date was 4/12/12.  Jeff contacted CD Smith about the items on the list.  The lift station alarm problem has been ok for the past few weeks.  They will keep LW Allen involved to make sure that it continues to be ok.  The pump seal has been replaced and seems to be ok.  MSA will continue to monitor this.  Typically the seals are good for 10-15 years unless something goes in the first year.  Jeff is looking into the Village doing their own calibrating of the pump room to save money.  The garage door shields will be put in and permanently installed on April 20.  Wolff Paving is coming out to look at the driveway where the dumpster sat and Walter Bros. put their equipment.  This is warranty work for CD Smith to cover.  The material to fix the flooring in Tim’s office has been ordered and will be fixed.  The low area by the culverts on Territorial Road has had stone put in it.  With regard to the landscaping – they will come out and over seed everything that is mowed now.  The erosion control will get pulled.  Regarding the restoration at the Tibbitt’s property, Jeff has a change order to take out the valve boxes.  The cost is $1286.  The driveway access has been seeded and the Tibbitt’s want to let it grow for a year to see how it does.  The restoration has been cleared through RD.  There have been no treatment issues.  With regard to the water usage, Energentics has been out and adjusted it.  Now it is a wait and see to see how much is needed.  They will be starting to line the sewers on April 17.  Jeff did meet with Seneca about accessing their building.  This will probably involve evening work.  The Village has a manhole that is buried under Seneca’s floor.  Jeff has asked them to figure out where on the floor it is and we can make it accessible so that if there is a problem, the Village would have access to it.  They have to make some changes to the sewer rehab project which will cost the village about $40,000 less money.  They hit rock at 8 feet and needed to go to 12 feet.  It will now go under the railroad with a manhole on each side of the railroad.  That is the only change that happened on the project.  There will be full pavement and yard restoration.  Jeff expects to have access to Territorial Road by the end of the week.  Jeff still does not have an answer on the generator.  Jeff figures that the 3500 generator for the garage will not be big enough.  Jeff is looking at another option for the garage regarding the generator.  Mike felt if we have the additional $40,000, this would put us closer to rerouting around Seneca. 

Tibbitt’s property – Jeff presented a change order for $1285.73 for restoration of the Tibbitt’s property.   Motion by Mike/Beth to approve.  Motion carried. 

MSA Engineering Agreement – Jeff presented a change order for additional inspection fees for $20,000.  Motion by Mike/Marty to approve.  Motion carried. 

Marty asked if Seneca’s moving of the lines would affect what we are looking at and Jeff said that no, this would not affect what we are doing. 

Fire Department – Chief Eric Howlett said that they have received most of the turnout gear but some of the items have arrived with defects and they are waiting until everything is right.  He advised that he was unable to negotiate a new fee with Watertown for ambulance service as Watertown needs to stay at $16.67/person so as to be consistent with the other municipalities they handle.  The town would be paying $14,000 per year and they voted at their annual meeting to possibly move forward with going with Watertown.  Kris asked if it would be difficult if the Town went with Watertown and the Village stayed with Juneau Ambulance Service.  Eric said that that is not an issue as it is programmed at the county.  Eric felt Juneau’s City Council is aware of the problem that the FD has encountered with the Juneau Ambulance Service. 

The tornado siren has been fixed.  Eric advised that the FD membership voted that from 7 AM to 7PM they would like the siren to go off for calls for 3 minutes.   This would be a security issue to insure members make the calls.   Eric advised that the turnout time for members is between 3 and 5 minutes.  The average is 5-8 minutes.  Motion by Marty/Randy to start ringing the siren during the day for calls effective May 1.  Motion carried. 

Eric advised that he is exploring doing messaging to members and local departments in the event of a call.  They would be looking at joining forces with Hustisford and surrounding communities on this. 

Police Report – Kris advised that she was informed by Chief Randy Kramer that he was here for the meeting but went home sick.  He left the monthly report and his budget report. 

Garbage/Recycling – Kris advised that Veolia has received their letter that service was to be discontinued by them as of May 1.  Watertown will be delivering the carts to the residents the week of April 30. 

Delinquent Utility Bills – The board reviewed the delinquent bills and will continue to monitor them. 

Park Tree Trimming – Fox Lake and Watertown will be coming in to give a quote on Wednesday.  This will be tabled until next month. 

Citizen Comment – Lorrie asked if there was some way that the board could control comments that are made about things that the Board cannot do anything about.   Doug will just inform the people that there is nothing the board can do. 

Invoices – Motion by Mike/Beth to approve the invoices as presented and pay the bills.  Motion carried.

Next Meeting – The next meeting will be May 21 at 6:30 due to Memorial Day being on May 28. 

Tim advised that with regard to Well No. 4, the pump has arrived in Waukesha and will be installed.  With regard to the billing, the motor is $1200 and that is what made the bill $12,000 instead of $11,000.  Marty asked about the bolts in the well. 

Motion by Mike/Randy to adjourn.  Motion carried.  Meeting adjourned at 7:46 PM.

                                                                                                Respectfully submitted:

                                                                                                Kris Kohlhoff

                                                                                                Clerk/Treasurer

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