Connie Kreitzman
Village of Clyman
713 Morgan Street
PO Box 129
Clyman, WI 53016

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Village Board Meeting
Sep 26, 2011



September 26, 2011

The meeting was called to order by Village President Doug Hartman at 6:30 PM, with Randy Roberts, Lorrie Hartman, Joe Roberts and Mike Siegel present.  Also present were Utility Superintendent Tim Dornfeld, Jeff Montpas of MSA and Fire Chief Eric Howlett.  Also in attendance were Betty Aschacker, Dave Kuntz, Laurel & Dan Finger, Ruth Zwieg, Laura Tibbitts and Karen Muchowsky. 

The Pledge of Allegiance was said. 

Minutes – Minutes from the previous meeting had been provided to Board membersMotion by Lorrie/Randy to approve the regular board meeting minutes from August 22 and the Special Board Meeting held September 1.  Motion carried. 

Wastewater Treatment Facility Update – Jeff advised they  are still hauling sludge out of the lagoons.  It still looks like it will be at least the middle of October before things are done.  Jeff talked to Doris Thiele of the DNR and she was going to make a visit to see if there were any issues.  Jeff did not hear back from her.  Tim advised that they are not done with the big pond as of yet and still have the smaller pond to do.  He expects that it will take until the middle of November at least.  We will get Walter & Sons to give an update on how things are going.  Jeff does not expect the Tibbitts property to be restored this year because of the timeline for getting the lagoons done.  He advised that they still have the retainage monies with which to complete this.  Jeff advised that the punchlist has been completed.  There are little things that creep up but otherwise it has been done.  Doug asked who did a walk through.  Jeff advised that their inspector and himself did a walk through.  The Board will still have to walk the lagoons once they are done.  Joe asked if the Board can go through the punch list.  Jeff said that the board can do this on their own.  If they see something, they should let Jeff know and he will go through it with the board if they want.  Tim advised that he has not been instructed on how to use the safety equipment and pulling the filters.  Jeff advised that he will take care of this and make sure that someone comes out to give him instructions. 

Sewer Rehab Project– Jeff advised the plans and specs are out.  Bid opening will be done on October 14 at MSA.  They will then provide the Board with info so we can check references.  Jeff will provide a break down of the bids.  Jeff has a meeting scheduled at Seneca on October 7 for any contractors that are providing a bid.  That way they will have an understanding of how that building works.  Any work at Seneca would have to be put off until next spring.  Question was raised about moving the sewer from underneath Seneca’s building.  They are looking at relaying the sewer and making a different low point for drainage.  They would also look at relocating pipes on South and Collins Street.  Jeff would need to get a topographical survey to see if this would work.  He also doesn’t know about the utility issue in those areas.  Jeff would like the Village to give approval to spend $5,000 to get the topographical  survey.  He doesn’t expect the sewer relay to be a costly issue.  The problem will be the depths of some of the manholes.  Jeff thinks that we will be close regarding the remaining monies with this project.  He also stated that he can only find two manholes at Seneca but there are three listed.  If they put this issue out as an addendum, they may have to put off the bid opening.  Jeff advised that he has not had direct conversations with Seneca about moving the sewer pipes but thinks that they would probably be in favor of it.  Motion by Lorrie/Randy to authorize spending up to $5,000 for investigation of moving the sewer pipes from underneath Seneca’s building.  Motion carried. 

Jeff advised that a few contractors have called about the plans.  There are about 6 companies that do sewer lining work.  Jeff feels that moving the work back to spring gives the contractors a better incentive to bid.  Jeff anticipates that it will take a week to see if this is possible.  If he can get the addendum done by October  8, he expects to only push the opening back a week.  He hopes to let us know by the end of next week. 

Jeff presented a pay request for $36,006.27.  He advised that the railroad permit is $500 so he put that on the pay request so that we can get it in the funds for payment.  The majority of the bills were for the sewer rehab work by MSA.  Approximately $5,000 of their bill will be under the liquidated damages portion. 

Tibbitts Land Restoration– Jeff will make sure that the property is properly restored.  Doug asked if Jeff could get a plan drawn up as to planting out by the garage.  Tim said they also need to look at the removal of the water valve caps on the Tibbitts property.  Jeff advised that this  will be done with the restoration. 

Citizen Comment– Laurel stated that about 2 weeks ago there was a group of kids throwing rocks into the park from the fire station and tonight a kid was hitting rocks with a stick into the park.  She felt that the cops should be made aware of this.  Ruth Zwieg advised that she is having a problem with cats outside her house.  The cats are trying to get in.  She was advised that the Humane Society will not take farel cats.  We will mention this to the cops.  Tim advised that the village has a live trap if anyone wants to use it. 

Trick or Treat Hours – Dave Kuntz and Betty Aschaker addressed the Board regarding having trick or treat hours changed so that it is somewhat darker to allow them to show off their pumpkins when they are lit.  They would like to propose having trick or treating from 4:00 to 6:00 PM to allow them to do this.  There are plenty of adults walking so the kids would be safe.  Also, we will ask the cops to be on duty for added protection  and to be out among the kids.  Motion by Joe/Mike to have trick or treat on Sunday,  October 30,  from 4:00 to 6:00 PM.  Motion carried. 

Fire Department Report– Fire Chief Eric Howlett presented the financial report for the department.  Eric advised that the timer on the siren isn’t working and feels that the motor is shot.  The bill for the repair estimate received from Unlimited Enterprizes was $425, which stated that they would provide the timer and installation.  Mike said that he called Unlimited Enterprizes and was advised that they would just provide materials and that we would have to install the equipment.  Joe was of the understanding that this quote would include everything when he obtained the quote.  Eric said that if it is simple, he can install it.  Lorrie questioned if we need a noon whistle.  Eric said that a timer is not needed for the siren to still work.  Eric will check further on this so he would like it tabled at this time.  In the meantime, the timer will be disconnected but the radio signal will still work in the event of emergencies. 

Juneau Ambulance Contract– A letter was received from the City of Juneau advising that they were increasing the ambulance contract fee for the Village by $500 to $3,000.  They have not requested an increase for several years.  Motion by Lorrie/Joe to enter into a contractual ambulance agreement with the City of Juneau in the annual amount of $3,000.  Motion carried. 

Fire Department DNR Grant - Eric advised that the department has applied for a DNR grant again this year which would allow them to purchase some smaller equipment.  If they receive the grant, it will probably be in the area of $3,000 to $5,000. 

Eric also advised that it is expected that they will clear around $11,000 total from the Firefighters banquet.  This will be divided between 4 groups.  Eric also advised that Mike has donated the ax handle he purchased at the banquet to the Clyman Fire Department for them to hang it.    

Police Commission Report - Kris advised that the Police Commission recently met and has scheduled interviews for the two chief applicants for October 6.  The Commission is working on coming up with a standard set of questions to ask each candidate and that Brian Drumm has provided the Department with a copy of the new policies and procedures manual that the Town of Beaver Dam recently drafted which will be of assistance to the new chief. 

Line of Credit at Town & CountryBank – Kris advised that Town and Country in Watertown is willing to give the Village a line of credit in the amount of $50,000.  These monies  will be for emergency purposes only and will be paid back as soon as possible.  Village President Doug Hartman and Clerk Kris Kohlhoff will be authorized to sign for these funds.  Kris also advised that due to Seneca’s late start in their busy season, the Village needs to look at using some of these funds to make the October 8 loan payment.  As stated before, these funds will be repaid as soon as possible.  Kris advised the interest rate is 1% over prime.  Discussion was also held about transferring other accounts to Town and Country in the future as the auditors have recommended that the Village not have all their funds at one facility.  Motion by Randy/Mike to approve establishing  a line of credit in the amount of $50,000 with Town & Country Bank in Watertown.  Motion carried. 

State Mandated Grievance Procedure  Resolution– Due to the passage of Wisconsin Act 10 (Budget Repair Bill), each municipality is required to adopt an Employee Grievance Policy and have in place by October 1, 2011.  We received a Resolution for passage by the Board from Community Code Service who have drafted our resolutions in the past.  We were not charged for this drafting of the resolution.  Motion by Lorrie/Joe to accept Resolution No.2011-012, approving the Village of Clyman employee grievance policy.  Motion carried. 

Local Ordinance for Open and Concealed Firearms and Weapons Firearms Carry– Discussion held on whether or not to post in Village Buildings.  This ordinance would cover just village property, not privately owned businesses. After discussion it was decided to post that carrying an open or concealed firearm or dangerous weapon is prohibited in Village of Clyman municipal buildings with the exceptions as stated in the Ordinance.    Motion by Lorrie/Mike  to accept Ordinance No. 2011-008 regulating open and concealed firearms and weapons.  Motion carried.    

Amendment to Village Truck Parking Ordinance– Section 10-1-24 was brought up for amendment by the Board to provide village residents with better truck parking options if they were the owner or operator.  With regard to paragraph 1, it will read as follows: 

On Public Ways.No person owning or having control of any truck, trailer, boat, snowmobile trailer, truck power unit, tractor, bus, recreational vehicle or trailer (including trailers for boats, snowmobiles and recreational vehicles) with a weight in excess of fifteen thousand (15,000) pounds, or over twenty-two (22) feet in length, or having a height of more than eight (8) feet from the roadway shall park the same upon any street, avenue, or right-of-way for a period longer than 3 hours in a 24 hour period.  The provisions of this Section shall not be deemed to prohibit the lawful parking of such equipment upon any street, avenue, or public way in the Village for the actual loading or unloading of goods, wares, or merchandise, providing, however, the “loading” and “unloading” as used in this Section, shall be limited to the actual time consumed in such operation.  The Village Board may, however, designate specific truck parking zones.

The winter parking rules will still remain in effect.  With regard to paragraph 2, this was a newly created paragraph and shall read as follows: 

Owner or Operator Exemption.  The owner or operator of a semi-tractor or a semi-tractor and trailer may park the semi-tractor or semi-tractor and trailer on a street, avenue or public highway in the Village for a period of up to 72 hours as long as it is within 150 feet of the owner or operator’s principal residence.  The provisions of Section 10-1-24(b) shall apply to vehicles so parked.

Joe questioned the 300 feet restriction with the truck and refrigeration units running during the night but what about the people that sleep during the day.  Laurel advised that the reason the ordinance was put in place was because of trucks that used to park on First Street and just sit there waiting for Seneca to unload them.  Doug advised that if that scenario happens again, Seneca will be contacted about having a staging place.  Lorrie read the Owner/Operator Exemption and pointed out that it involves Owner/Operator’s of trucks, not truck drivers in general.  Joe asked if Paragraph (b) could be changed to read in a 24 hour period.  Therefore, Paragraph (b) will read as follows: 

                Parking Vehicles with Motor Running.  No person shall park or leave standing any motor vehicle with the motor or refrigerator unit running for more than fifteen (15) minutes of every three (3) hours within three hundred (300) feet of any residence or in any area zoned residential or commercial within the Village in a 24 hour period. 

 Motion by Lorrie/Joe to approve the Ordinance Amendment as discussed.  Motion carried with Randy opposed. 

Delinquent Utility Bills-  Kris advised that the majority of delinquent customers have been following the payment schedule created for them.  However, John Kaebisch and Mark Beeney have not paid anything on their accounts per the agreement set out for them.  If their bills are not paid on time, we will pursue this further and it could result in immediate shut off of their water and sewer. 

Personnel Matters– Tim advised the Board that Eli has signed up to take the water sampling course training which will be for seven days in November.  The cost of the class $345 and that Eli has paid this.  Tim asked the Board if the Village would consider paying this because he feels that the Village should have a back up operator in the event something should happen.  Tim advised the Board that if the Village would pay he felt that there should be a time restriction as to how long Eli would continue to work here.  Doug expressed concern if this would have to be opened up to others.  Since Eli has been working for the Village, Kris did not think it needed to be opened up because it would basically just be adding to his current duties.  Tim advised that he has been showing Eli things that need to be done.  Tim expressed that if something happens to him or if he wanted to go on vacation we would have a back up to do the work instead of relying on other communities to help fill in.  The Village would do a reimbursement upon successful completion of the classes with the stipulation that  he would maintain employment with the village for two years or pay back the money.   Joe suggested that if he passed the training, that he be on call at least 2 weekends a month which would cut down on the Village expenses because we wouldn’t have to pay Tim’s overtime.  It was decided to table this matter until next month so that an agreement can be put together. 

Invoices– Motion by Lorrie/Randy to approve the invoices and pay the bills.  Motion carried. 

Kris mentioned that she will be meeting with Veolia to discuss garbage pickup expenses and possible ways to reduce the Village’s costs.  She also mentioned  that she met with a representative of Verizon Wireless and as a result of the meeting, the Village cell phone bill will go down approximately $20 per month and the police air card will go down approximately $10 per month.  She also mentioned that she is looking at going with different dental insurance for the village employees which will save the Village approximately $50 per month. 

Tim advised the Board that the water samples for the village are done however, he has not gotten the results as of yet.  He also advised that there are 3 residential  and 1 regular water main valves that need to be dug up so that if we need to turn the water off for these areas, we would be able to do so.  As of right now, we can’t.  Tim gave options on how to fix these problems.  He does not have a cost on the hydro excavation.  Doug requested he find out how effective the hydro excavation is.  Tim advised Kris to cancel the ITU towel contract which will save $60/month. 

Next meeting Dates– The next Regular meeting date is October 24.   Kris will contact the Town to try to arrange a joint meeting for the Fire Department budget during the second week of November (14, 15, 16). 

Motion by Lorrie/Joe to adjourn.  Motion carried.  Meeting adjourned at 8:30. 

                                                                                                Respectfully submitted:

                                                                                                Kris Kohlhoff






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