8-7-17_board_minutes

1 THE VILLAGE OF GAYS MILLS Minutes of the regular meeting of the Village Board of Gays Mills held Monday, August 7, 2017, which began at 6:00 p.m. in the Community Commerce Board Room. Village President Harry Heisz called the meeting to order at 6:00 p.m. Roll call was taken with the following present: Krista Eitsert, Harry Heisz, John Johnson, Erin Martin, Kimberly Pettit, and Albert Zegiel were present. Aaron Fortney was absent. The board received verification that the agenda was posted in accordance with the open meeting law. No citizens or delegations took place. Under the Public Works report Director of Public Works Jim Chellevold reported that he has not been able to get the mosquito fogger running and if the board wishes to spray soon he recommends contacting the Village of Soldiers Grove to see if they are able to contract out the service of mosquito fogging. Updated the board that he has contacted McCormick Electric and they are waiting for a small crane to take down the noon whistle for repair. Reviewed the Wastewater Compliance Maintenance Annual Report with a score of 3.91. After discussion Martin made a motion to pass Resolution 2017-04 for the CMAR. Seconded by Zegiel. Motion carried. Chellevold reviewed that the Stevenson Road Bridge maintenance and a culvert may qualify for the Crawford County Aid. After discussion Martin made a motion to apply for the Crawford County Aid. Seconded by Pettit. Motion carried. Chellevold explained that he was trying to get a permit for a larger culvert at the Log Cabin Park that was damaged from the 2016 flooding, but with other concerns and timing he is recommending to place the same culvert within the next couple of weeks and will apply fill and gravel along the sides and top of culvert to repair the walkway. Martin asked about the street paving repair that needs to be done on Orin Street; Chellevold will follow up with contractor. The basketball court and tennis courts have been cleaned and are ready for sealing by Midwest Sealcoat. The swimming pool was broken into again; repairs will be made. The board asked for prices on security cameras. The 60th swimming pool anniversary celebration has been rescheduled to Saturday August 12th. Brad Niemcek reported for the Kickapoo Culinary Center. One new client has signed with the kitchen and is currently working with another possible client. Niemcek is recommending a change to the Room Rental Application - removal of access to cooler and sink in the kitchen for $25 (since the refrigerator and sink has been installed in the community room closet there has not been much need for this). Also discussed increasing the fees for Weddings, which will help cover the extra expense for marketing the room. After discussion Zegiel made a motion to remove the $25 access to cooler and sink in the kitchen on the reservation form for the Community Commerce Center. Seconded by Pettit. Johnson abstained. Motion carried. The Community Commerce Center is hosting a Small Community Forum here on Tuesday, August 29th and invited the board members to participate in the workshop designed to network small communities. 2 Brad Niemcek co-chair of the Stump Dodger Trail Committee reported that the fundraising goal has been exceeded and that the committee will continue to search for grants and raise funds for maintenance. The committee is requesting a crosswalk be painted across State Highway 171 at Robb Park and requesting placement of a 4’ x 8’ double sided sign in the Lion’s Park near the memorial. There will be additional smaller signs placed along the trail with arrows and other signage. The committee is planning on placing landscaping plantings along the county lot. The committee is also requesting help on removing the concrete culver at the entry of the railbed and to patch blacktop along a recurved part of the trail. Pettit made a motion to approve the board meeting minutes from July 10, 2017 and July 25, 2017. Seconded by Martin. Johnson abstained. Motion carried. Trail transfers and bills were reviewed. Zegiel made a motion to approve all of the regular monthly bills as listed in the monthly expense report. Seconded by Pettit. Motion carried. No notices for length of lawn, grasses, and weeds were mailed out last month. Mentioned the continuing feral cat issues and to contact the animal control officer for live trapping. In discussion regarding Sewer Ordinance 9-2-4(4) it was recommended to have a separate meeting to make langue changes to the ordinance and bring back to a board. Martin made a motion to table agenda item. Seconded by Zegiel. Motion carried. The board received information from Eileen Brownlee, Village Attorney stating that she does not know of any cases where Rural Development would refinance or forgive the village’s sewer loan. Information was also received from Jay Jones, Rural Development Loan Specialist stating that the village also received a sewer and water project grant at the time of the sewer loan and that Rural Development will not consider reducing the debt or refinancing. Rural Development does consider small community grants when sewer charges exceed $60 a month and that a sewer rate increase is recommended. Aaron Fortney arrived at 6:57 p.m. The board discussed sewer rate increases; the sewer fund lost $35,139 in 2016 and discussed if one large rate increase or multiple smaller rate increases over years would work better for sewer users. The board would like to see what other communities have for rates. Also discussed holding a public hearing to receive feedback from sewer users on the suggested rate increase. Johnson made a motion to table agenda item. Seconded by Fortney. Motion carried. No action or discussion on Robb Park boat landing. 3 The board received a draft building inspector ad; Martin made a motion to approve and publish the building inspector ad as presented. Seconded by Eitsert. Motion carried. Davy Engineering prepared a pre-application to submit a notice of intent to apply for clean water fund program and safe drinking water loan program for the village at no cost. In the previous year the village scored a 54. Fortney made a motion to approve submitting the notice of intent to apply. Seconded by Martin. Motion carried. Tim Holzer and Shawn Welte of Davy Engineering were present to discuss the village’s wastewater treatment plant phosphorus issues. Already completed are the Operational Evaluation Report and Compliance Alternatives, Source Reduction, Improvements and Modifications Status. In July of 2018 and 2019 the village will need to complete a Preliminary Compliance Alternatives Plan and Final Compliance Alternatives Plan. It is possible the village could qualify for a variance if conditions were reviewed and approved by the DNR. Fortney made a motion to adopt Ordinance 2017-04 to Repeal and Recreate Chapter 4 of Title 10 Relating to ATVs and UTVs. Seconded by Pettit. Motion carried. This replaces School Street with West Orin Street per the DOTs request. The board reviewed the current lease list and Vacant Land Care Guidelines and Use Agreement form. Per Cindy Kohles recommendation Fortney made a motion to add a guideline of any removal or pruning of village trees must be reviewed and approved. Seconded by Zegiel. Vote was not finished; came back to vote. Motion carried. The board received the 2016 audit report. Johnson made a motion to approve operator’s license applications for Gereon Welhouse, Carolyn Swiggum, and Rowan Williamson. Seconded by Fortney. Motion carried. Harry Heisz reported that someone is interested in the Mercantile Suite 125, at this time a two weeks notice will be given to the previously interested business. The village may need to consider the expense of building a floor for that space to make it rentable. In correspondences the village board received two written complaints from campers of Robb Park, and a thank you note from Chestelson’s regarding the flood cleanup and protection. Due to Labor Day being on Monday September 4th Johnson made a motion to schedule the next board meeting on Monday, September 11, 2017 at 6:00 p.m. Seconded by Fortney. Motion carried. Fortney made a motion to adjourn the meeting at 8:34 p.m. Seconded by Zegiel. Motion carried. Respectfully Submitted - Dawn R. McCann, Village Clerk Approved 9/11/17